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FIS Glossary

  • # Trans.
    The amount shown here indicates the number of unique transactions processed in the time period indicated.
  • A
    Determines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).
  • Account
    A numeric code which identifies a General Ledger (G/L) account, a customer or a vendor.
  • Account Assignment Category
    Determines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).
  • Account no.
    Identifies the revenue, expense or balance sheet items.
  • Account No. Description
    The full name of the account number.
  • AcctAssnCat
    Determines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).
  • Act. Costs
    Realized income or expenses. Example : The payment of an invoice would be an actual expense.
  • Action
    Defines if existing annual value entered is distributed and how the previous period values are treated.
  • Active Funds Only
    Only active funds will be included in the report.
  • Actuals
    Realized income or expenses. Example : The payment of an invoice would be an actual expense.
  • Allocation
    A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Amount
    Line item amount in document currency.
  • Amount in doc. Curr.
    Line item amount in document currency.
  • Amount in doc.curr.
    Line item amount in document currency.
  • Amount in LC
    Line item amount in document currency.
  • Amt. in loc. Cur.
    Line item amount in document currency.
  • Ancillary
    Restricts to select ancillary accounts.
  • And all subordinate
    Includes all lower level accounts.
  • And all superior
    Includes all higher level accounts.
  • Application #
    The RIS Application number from which an award is generated.
  • Assign
    A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Assign.
    A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Assignment
    A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Assignment no.
    A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Authorization Group
    User-based access restriction to G/L Accounts   Example: Authorization Group G999 allows access to HRIS GL account 801000 - 801990.
  • Auto Close
    Funds Auto-Closing before and/or after a particular Date
  • Auto Close out Date
    The date on which the Auto-Closeout process will run on the Fund, or if in the past, the date on which the Auto-Closeout ran.
  • Bal (B-E-C)
    Funds Available: Expense Budget less Commitments + Actuals.
  • Balance
    The current account balance.
  • BaselineDt
    The baseline date defaults from the invoice or document date entered on the Basic data tab and should not be changed.
  • BCS
    Budget Control System. This is the default selection for all reports. This will give budget totals as at October 2006 month end and onwards.
  • Bline Date
    The baseline date defaults from the invoice or document date entered on the Basic data tab and should not be changed.
  • Bud-Rev (B-R)
    Revenue Variance or the difference between the Revenue Budget and the Revenue Actuals.
  • Budget
    The total amount of planned expenses and revenues.
  • Budget (B)
    The total amount of planned expenses and revenues.
  • Budget Category
    Identifies the budget type.
  • Budget Details
    Budget allocation based on the commitment level.
  • Budget Profile
    The status of the account.
  • Budget Version
    The budget/plan version. Version “0” represent the current budget/plan version; Version "1" represents the original budget/plan version and reflects the annual operating budget allocation at the beginning of the fiscal year.
  • Building
    The name and building number.
  • Bus. Area
    Code used in FI to allow the preparation of more than one set of financial statements within a single company. UofT uses this code to separate the Ancillary Operations from the rest of the University business activity and forms part of the transaction coding when a posting is made to FIS. 1000 = non-ancillary 1001 - 1999 = ancillaries
  • Business ar
    Code used in FI to allow the preparation of more than one set of financial statements within a single company. UofT uses this code to separate the Ancillary Operations from the rest of the University business activity and forms part of the transaction coding when a posting is made to FIS. 1000 = non-ancillary 1001 - 1999 = ancillaries
  • Business area
    Code used in FI to allow the preparation of more than one set of financial statements within a single company. UofT uses this code to separate the Ancillary Operations from the rest of the University business activity and forms part of the transaction coding when a posting is made to FIS. 1000 = non-ancillary 1001 - 1999 = ancillaries
  • C.Co
    Defaults to UofT. Change only if required.
  • Calculate Tax
    Defaults to checked on and should be left on.
  • Carry forward Budget
    The value here is the budget unused in previous years, and still available for use.
  • Carry FWD Rec/ Send
    The value here is the budget unused in previous years, and still available for use.
  • CC Amount
    Represents the plan in the cost center or internal order for a particular cost element for the CO plan version entered on the selection screen.
  • CF Center
    A six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • CFC
    A six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • Cheque Number
    The cheque number produced in FIS.
  • CIP Units
    This column gives the number of CIP (Consolidated Investment Pool) units that the account has. These units represent the number of ‘shares’ in the pool. The annual payout is determined based upon the number of units in the pool.
  • City
    City where a vendor/customer resides. A cheque will not be produced without a city specified. If a cheque is to be mailed to a UOFT department, enter UOFT. This will result in the cheque being forwarded through Campus Mail instead of Canada Post.
  • Cleared Amount
    Balance of cleared documents for customer entries. This amount will always be displayed as a 0.00 amount. Drill-down to display any cleared documents for customer.
  • Cleared items at key date
    Items cleared as at a specific date.
  • Closing Fund Balance Range
    Limits the report to a specific range. No entry, will show all values.
  • Commit (C)
    Amounts which are reserved in the Funds Center or Funds Center/Fund combinations specific purposes. Includes payroll commitments, purchase orders and manual reserves. Funds available is reduced by the reserved amounts.
  • Commitment
    Amounts which are reserved in the Funds Center or Funds Center/Fund combinations specific purposes. Includes payroll commitments, purchase orders and manual reserves. Funds available is reduced by the reserved amounts.
  • Commitment Item
    An alphabetic code used to (1) group similar G/L accounts for summary reporting purposes (e.g. Supplies) and (2) segregate budget amounts for specific spending purposes. Defaults based on G/L account used, may be overwritten.
  • Commitment item category
    Indicates category.
  • Commitment Item Groups
    Not currently available for use.
  • Commitment Item Hierarchy
    Selecting this option will include all the CI’s listed below this level.
  • Commitment Items
    An alphabetic code used to (1) group similar G/L accounts for summary reporting purposes (e.g. Supplies) and (2) segregate budget amounts for specific spending purposes. Defaults based on G/L account used, may be overwritten.
  • Commitment itm
    An alphabetic code used to (1) group similar G/L accounts for summary reporting purposes (e.g. Supplies) and (2) segregate budget amounts for specific spending purposes. Defaults based on G/L account used, may be overwritten.
  • Commitments
    Amounts which are reserved in the Funds Center or Funds Center/Fund combinations specific purposes. Includes payroll commitments, purchase orders and manual reserves. Funds available is reduced by the reserved amounts.
  • Commitments + Actuals
    Sum of Commitments and Actuals.
  • Commitments exist
    Where funds have been reserved but have not been actualized.
  • Company
    An organizational unit within financial accounting. Defaults to UofT.
  • Company Code
    An organizational unit within financial accounting. Defaults to UofT.
  • Company codes
    An organizational unit within financial accounting. Defaults to UofT.
  • Controlling area
    The highest organizational unit in Controlling. Defaults to UofT.
  • Cost center
    A five or six character code that represents an organizational unit or program and tracks activity on a fiscal year basis. Financial transactions post to EITHER a Cost Center OR an Internal Order but NOT both.
  • Cost Center Amount(Plan)
    Amounts planned at the cost element level for each cost center and/or internal order.
  • Cost Center Group
    A six digit alphanumeric code (Gxxxxx) that represents a group of related cost centers.
  • Cost Center or Cost Center group
    Reports on specific Cost Center OR Cost Center Group.
  • Cost Center value(s)
    A five or six character code that represents an organizational unit or program and tracks activity on a fiscal year basis. Financial transactions post to EITHER a Cost Center OR an Internal Order but NOT both.
  • Cost Ctr
    A five or six character code that represents an organizational unit or program and tracks activity on a fiscal year basis. Financial transactions post to EITHER a Cost Center OR an Internal Order but NOT both.
  • Cost Elem.
    Term used in CO to represent the General Ledger number (FI). General Ledger = Cost Element in every transaction posting regardless of whether the activity is revenue or expense.
  • Cost Element
    Term used in CO to represent the General Ledger number (FI). General Ledger = Cost Element in every transaction posting regardless of whether the activity is revenue or expense.
  • Costs due on
    This option is currently unavailable.
  • Country
    The country of a vendor/customer. The code must reflect the country to where the cheque is forwarded (the default can be changed). For 990001, 990003, 990xxx and 990004, defaults to CA - Canada. For 990002, it defaults to US - United States. If a cheque is to be mailed to a UOFT department, use CA.
  • Created by
    AMS USERID.
  • Cross-CC no.
    Used to identify documents that have been posted across company codes.
  • Cross-comp.no.
    Used to identify documents that have been posted across company codes.
  • CURR
    Currency key for amounts in the system. Defaults to CAD.
  • Curr.
    Currency key for amounts in the system. Defaults to CAD.
  • Currency
    Currency key for amounts in the system. Defaults to CAD.
  • Currency/rate
    Currency key for amounts in the system. Defaults to CAD.
  • Current Budget
    The total amount of the current budget.
  • Current Month Expenses
    Total expenses charged to this account for the current month.
  • Current Month Sal/Ben Recurring
    Regular payroll payments such as salary and benefits charges.
  • Current Month Sal/Ben Temp
    "One-time-only" type of payroll payments or adjustments, i.e. retroactive payroll adjustments. Amounts listed here would be on Additional Payments (Infotype 15), Time Management (Infotype 2052) and any retroactive payments to the employee.
  • Cust No.
    An alphanumeric code that represents an external organization or individual that purchases goods or services from the University.
  • Cust./Vend
    Customer or vendor number of the transaction.
  • Customer
    An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
  • Customer #
    An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
  • Customer account
    An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
  • Customer for fund
    Numeric indicator of granting agent associated with a fund.
  • Customer Name
    Customer name for an associated customer number.
  • Customer Number
    An alphanumeric code that represents an external organization or individual that purchases goods or services from the University.
  • Customer/Vendor Name
    Customer or vendor name for the transaction.
  • D/C
    Debit or credit indicator for transaction line items.
  • D/C amount in FC
    The amount in the document(s) in foreign currency. A negative sign indicates a Credit Memo/Overpayment/Advanced payment.
  • D/C amount in LCB/ex
    The amount in the document(s) in local currency (CAD). A sign indicates a Credit Memo/Overpayment/Advanced payment.
  • Date
    Indicates when a transaction occurred.
  • Dates From & To
    Restricts the information to be viewed.
  • Days Overdue
    Difference between the document date and open items at key date specified.
  • Delivery address (Override)
    Alternative delivery or shipment address.
  • Delivery date
    Represents the date which the vendor product is to be delivered.
  • Delivery Note
    The packing slip, delivery note, or invoice number provided by the vendor.
  • Department
    The organizational unit code responsible for the account.
  • Department Name
    The organizational unit code responsible for the account.
  • Difference
    Variance between the CO plan amount and FM budget amount.
  • Display Migrated Documents Separately
    Selecting this displays the migrated budget documents in a separate column (Fiscal Year 2007 only).
  • Display two selected levels
    If you select this option, only the top two levels of accounts in the hierarchy will be displayed. This option can be changed to display all the levels in the actual report.
  • Distribution
    Allocation of the budget
  • Distribution key
    Allocation of the budget
  • DK
    Allocation of the budget
  • Do not display Migrated Documents Separately
    Selecting this includes the migrated budget documents in the standard budget columns (Fiscal Year 2007 only).
  • Do not include CIP units
    Ignore consolidated investment pool, i.e. endowment funds.
  • Doc. Category
    Description of the Doc. Category.
  • Doc. Date
    Document creation date or Customer/Supplier date.
  • Doc. Header Text
    Description of transaction.
  • Doc. No.
    AMS assigned number.
  • Doc. Number
    AMS assigned number.
  • Doc.date
    Document creation date or Customer/Supplier date.
  • Doc.Header Text
    Description of transaction.
  • Doc.no.
    AMS assigned number.
  • Doc.text
    Description of transaction.
  • Doc.type
    Document transaction indicator. It determines the document number range.
  • DocTy
    Document transaction indicator. It determines the document number range.
  • Document
    AMS assigned number.
  • Document Date
    Document creation date or Customer/Supplier date.
  • Document Header Text
    Description of transaction.
  • Document No.
    AMS assigned number.
  • Document Number
    AMS assigned number.
  • Document numbers
    AMS assigned number.
  • Document Text
    Description of transaction.
  • Document Type
    Document transaction indicator. It determines the document number range.
  • Due date sorted list
    Specifies the due date sort categories.
  • Due on
    Date payment is due. Defaults from the payment terms as defined in the vendor master record.
  • Earmarked funds
    A document entered that reserves budget for expected expenses. Referencing the document number in a financial transaction will reduce the reserved amount. Also referred to as a Manual Reserve.
  • Earmarked funds: Document item
    The appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.
  • Earmarked Funds:Document Item
    The appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.
  • Endowed Closing Balance
    Balance in the endowment on the end date indicated.
  • Endowed Opening Balance
    Beginning balance in the endowment.
  • Endowment
    The total of all endowment donations including any matching.
  • Entered by
    AMS USERID.
  • Entry
    Allows users to select type of entry system to be used.
  • Entry Date
    FIS generated transaction date.
  • Escalation Dt
    A Fund is “Escalated” 6 months before the Auto-Closeout Date. The escalation is a prompt to investigate the Fund and determine if it is ready to be Auto-Closed. The Fund will not Escalate on the Escalation Date if the Final Report to the sponsor has been submitted, all Revenues have been received, and B=E=R.
  • Escalation Ind
    The Escalation Indicator identifies (“X”) Funds that have been Escalated. The Fund should be reviewed to ensure that the Final Report to the sponsor has been submitted, all Revenues have been received, and B=E=R.
  • Exception
    A Traffic Light visual indicator to bring attention to Funds requiring action. The level of urgency can be red, yellow or green. See the Messages/Alerts column for an explanation of the indicator.
  • Exch.rate Type
    Enter ‘M’ in this field. ‘M’ = ‘Standard translation at average rate’, which is the rate used in all standard foreign exchange transaction postings at UofT.  
  • Exchange rate
    The rate of currency translation. Defaults from the exchange rate table, can be changed.
  • Exclude self-funded units
    Limits to operating accounts.
  • Excluding Funds Center
    Single, multiple or a range of Funds Centers to exclude.
  • Exp Actuals plus Commitments are greater than Exp Budget (budget overdrawn)
    Actuals + Commitments are greated than the budgeted amount. The account is therefore in a deficit state.
  • Expend. Closing Balance
    Balance in the expendable account on the end date indicated.
  • Expend. Opening Balance
    Beginning balance in the expendable account.
  • Expendable
    The total of all donations, including any matching as well as investment income earned.
  • Expenditure Actuals are GREATER than Rev Actuals (overdraft exists)
    Beginning balance in the expendable account.
  • Expenditure Actuals are LESS than Rev Actuals (surplus revenue exists)
    Expenditures actuals are less than the Revenue actuals. The account is in a surplus state.
  • Expenditure Assignment
    Expenditures actuals are less than the Revenue actuals. The account is in a surplus state.
  • Expenditures
    This figure represents the total amount of money spent from this account.
  • Expense
    This figure represents the total amount of money spent from this account.
  • Expense (E)
    This figure represents the total amount of money spent from this account.
  • Expense Details
    Complete brakedown of expenses,
  • ExRT
    Enter ‘M’ in this field. ‘M’ = ‘Standard translation at average rate’, which is the rate used in all standard foreign exchange transaction postings at UofT.
  • Faculty
    Organizational unit code responsible for the department.
  • Faculty Name
    Name of the Organizational unit at the University of Toronto.
  • FBS
    Former Budget System. Select if historical (pre-upgrade, i.e. documents processed up to and including October 2006 month end) budget details/totals are required.
  • FC Count
    Number of Funds Centers linked to a Fund. When an FC Count is greater than one, it means that the Budget in the Fund is split among more than one PI.
  • FC Name
    Name assigned to Funds Center (maximum characters = 20).
  • FI doc.no.fisc.year
    UofT fiscal year in which the FI document was posted.
  • FI document number
    Unique, system generated, number assigned to every “actual” financial transaction processed (e.g. and journal entry).
  • Final financial report has been submitted to sponsor
    Will display CLOSED Funds where the final financial report has been sent to the Sponsor.
  • Final financial report has NOT yet been submitted to sponsor
    Will display CLOSED Funds where the final financial report has not been sent to the Sponsor.
  • Final Finc’l Rpt Sub
    Indicates if the final financial report has been submitted to the Sponsor. The field is blank if the report has not been submitted.
  • Final invoice
    Indicates purchase order is complete.
  • Final payment has NOT yet been received from sponsor
    Will display only CLOSED Funds where at least one more Revenue payment from the Sponsor is expected.
  • Final Pymt Rec’d
    Indicates that the final Revenue payment has been received from the Sponsor. If the field is blank, then we have not yet confirmed that all Revenues have been received.
  • Final Pymt Rec'd
    Indicates that the final Revenue payment has been received from the Sponsor. If the field is blank, then we have not yet confirmed that all Revenues have been received.
  • FinDel. PO item
    Delivery completed indicator will set automatically if all items are received. To manually set the delivery complete indicator, enter "SET".
  • First run on
    The date when the recurring entry postings should begin.
  • Fis.yr
    The UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • Fisc.year pmnt doc.
    UofT fiscal year in which the FI document was posted.
  • Fiscal Period
    The numerical position of the month in the fiscal year (i.e. May=1, June=2, etc.). Defaults to the current period and should not be changed.
  • Fiscal Sal/Ben
    The year to date payroll activity, such as salary and benefit charges. Year to date typically refers to the UofT fiscal year end, however for Funds it refers to the Sponsor fiscal end.
  • Fiscal Year
    The UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • Fiscal year/period
    The UofT fiscal year is May 1st to April 30th and the Year/Period is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2006 to April 30th, 2007 is identified as "2007" fiscal year). Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
  • Fiscal years
    The UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • Fixed vendor
    Suppliers with contracts through procurement.
  • FM Amount
    Represents the amount in the funds management budget for a particular commitment item and funds center combination.
  • FM Area
    Defaults to UofT.
  • FM Version Number
    Indicates the funds management budget.
  • FReD
    The FReD identifies the fund centre, fund, cost centre or internal order numbers and budgets established for expenditures, and summarizes the terms and conditions of the award.
  • From 0 to 30
    Open items 0 to 30 days old.
  • From 181
    Open items older than 180 days.
  • From 31 to 60
    Open items 31 to 60 days old.
  • From 61 to 90
    Open items 61 to 90 days old.
  • From 91 to 180
    Open items 91 to 180 days old.
  • From CI
    The commitment items (CI) that the funds were distributed from.
  • From Currency
    Orginating currency.
  • From period
    The beginning range for the plan. Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
  • Fund
    A six digit code, starting with “3”, “4” or "5" used to record the funding and spending transactions for financial activity which typically spans more than 1 fiscal year (e.g. conference and research).
  • Fund Center Name
    Name assigned to Funds Center (maximum characters = 20).
  • Fund Classification
    Fund classification is set when a fund is created. Use this option to choose a particular classification to report on. This function is normally used in centralized departments and offices.
  • Fund Description
    Description of the Fund (maximum characters = 40).
  • Fund End
    End date of the fund.
  • Fund End Date
    End date of the fund.
  • Fund has NoPo
    Indicates that the Fund has a Deficit and a No Posting block.
  • Fund Inactive
    Indicates that a Fund Inactive status has been placed on the Fund. This status is placed when the Auto-Closeout runs. If the field is blank, then the Fund is still active. This should not be confused with the Fund End Date.
  • Fund is NOT closed out (exclude Fund_Inactive)
    Will display CLOSED Funds that have not been Auto-Closed.
  • Fund Name
    Name assigned to Fund (maximum characters = 20).
  • Fund Sponsor
    Full name of sponsor.
  • Fund Start
    Date the fund started.
  • Fund Start Date
    Date the fund started.
  • Fund Start Date/Fund End Date
    FIS dates assigned to the Fund account which defines the dates during which the system will allow postings to the Fund.
  • Fund Type
    A numeric code that represents the budgeting and availability control (tolerance limit) for the fund.
  • Funds
    A six digit code, starting with “3”, “4” or "5" used to record the funding and spending transactions for financial activity which typically spans more than 1 fiscal year (e.g. conference and research).
  • Funds Avail-Instalments
    Funds available less any Future ROSI instalments.
  • Funds Available
    Funds Available: Expense Budget less Commitments + Actuals.
  • Funds center
    A six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • Funds Center Classification
    Code used to classify Fund Centers for centralized reporting.
  • Funds Center Group
    A code that allows Funds Centers to be grouped for reporting purposes. Multiple groups can be created to make a hierarchical structure as needed. Funds Center Group names can be 14 characters in the following format: 1234567890.1234. The 14 characters may be a combination of alphanumeric characters and is NOT case sensitive (no special characters).
  • Funds Center Groups
    A code that allows Funds Centers to be grouped for reporting purposes. Multiple groups can be created to make a hierarchical structure as needed. Funds Center Group names can be 14 characters in the following format: 1234567890.1234. The 14 characters may be a combination of alphanumeric characters and is NOT case sensitive (no special characters).
  • Future ROSI instalments
    Remaining award amount scheduled to be dispersed to the student over the award year.
  • G/L
    A six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
  • G/L Account
    A six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
  • G/L accounts with commitment itm
    Allows users to select G/L Account listing with commitment item decription. Report defaults to include this field and should be retained.
  • G/L acct
    A six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
  • GR-base IV
    The start and end months for the grant year for each fund.
  • Grant End
    End of the grant year for the funding source as defined by the Sponsor.
  • Grant End Date
    End of the grant year for the funding source as defined by the Sponsor.
  • Grant Start Date/Grant End Date
    Start and end date for the funding source.
  • Grant Year
    The start and end months for the grant year for each fund.
  • Header note
    Internal note related to purchase requisition. These notes provide subsequent processors with information applicable to the entire requisition. These notes are NOT displayed on purchase order.
  • Header Text
    Description of transaction.
  • HeaderText
    Description of transaction.
  • Hierarchical sequence
    Orders the FC in hierarchy from top to bottom.
  • Hierarchy level/ Funds center
    The hierarchy level is a number shown in brackets. This number shows the level in the overall university hierarchy for this account.The FC is the number listed to the right of the level. The first number in the report is the parent or top level FC. The subordinate FC’s are listed below.
  • Hierarchy variant
    Defaults to 0000.
  • Hold
    Holds the document using a user defined temporary document number. A document does not have to be balanced in order to be held. The document can retrieved using the temporary document number and processing can be completed. There is no impact on funds availability.
  • Hold Doc.
    Holds the document using a user defined temporary document number. A document does not have to be balanced in order to be held. The document can retrieved using the temporary document number and processing can be completed. There is no impact on funds availability.
  • Incl. Manual Reserves
    Represents the cumulative total of all financial transactions including manual reserve commitments.
  • Include CI Hierarchy
    If selected, the report will include all the commitment items that are subordinate to the top level commitment item.
  • Include FC Hierarchy
    If selected, the report will include all the FC’s that are subordinate to the parent.
  • Include Funds
    Indicates all funds to be included.
  • Include Funds Center Hierarchy
    If selected, the report will include all the FC’s that are subordinate to the parent.
  • Include funds with no activity
    Click on this button if you wish to include the funds with no activity in the period. If you leave it blank, funds with no activity will be excluded.
  • Include G/L summary totals
    Click on this button if you wish to include the general ledger summary totals for the payroll distribution. If you choose this option, you must also select the payroll distribution. If you leave it blank, only the summary report will be produced.
  • Include internal PO’s only
    Check this button if you wish to report on internal purchase order’s only. Please note that only purchase orders with outstanding items at year end are included in this report..
  • Include net totals
    Click on this button if you wish the report to calculate the net totals for you.
  • Include only funds pending review in current grant year
    A check box in this field will restrict the output to only the funds pending review in the current grant year.
  • Include Reserves/Preq-s
    Check this button if you wish to report on manual reserves and purchase requisitions. Please note that only manual reserves outstanding at year end are included in this report.
  • Include Subordinate FC
    If selected, the report will include all the FC’s that are subordinate to the parent.
  • Include Subordinate FCTR’s
    If selected, the report will include all the FC’s that are subordinate to the parent.
  • Including Funds Center
    Single, multiple or a range of Funds Centers to include.
  • Init
    Employee first name initial as entered into Personnel Data (Infotype 2).
  • Internal order
    A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Internal Order number
    A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Interval in months
    The number of monthly intervals between recurring entry runs.
  • Inv. Receipt
    Date invoice received.
  • Invoice date
    The issue date of the original invoice document. This date determines when the cheque is issued.
  • Invoice Doc#
    Used to refer to source document or transaction description.
  • Item
    Specifies the number that uniquely identifies an item in a document.
  • Item long text
    Additional description.
  • Item note
    Internal note on a specific line item.
  • Item of requisition
    A line item number. As a rule, requisitions are process on an item-by-item basis. This means that each item of a requisition represents a separate requirement.
  • Item text
    Additional text description related to the line item. This text will be displayed on the purchase order.
  • Itm
    Specifies the number that uniquely identifies an item in a document.
  • Last Name
    Employee last name as entered into Personnel Data (Infotype 2).
  • Last run on
    The date when the recurring entry postings should end.
  • Layout
    Previously saved report output layout that can be used to present financial data in a specific order.
  • Layout Variant
    Previously saved report output layout that can be used to present financial data in a specific order.
  • Line
    Specifies the number that uniquely identifies an item in a document.
  • Line Item
    Selecting this will provide the user with a view of all individual transactions.
  • Line item entry date
    Document entry date.
  • Line Item Text
    Additional description.
  • Location
    The location of the work to be performed is recorded here.
  • Mat. Group
    Material group name or code
  • Material
    Material number or product number
  • Materials, Supplies and other expenditures
    Any material, supplies or other purchases charged to this account appears here.
  • Matl group
    The material group is shown here.
  • Messages/Alerts
    A brief description of why the Fund has a Traffic Light in its Exception column.
  • Movement type
    A code indicating the type of goods movement.
  • Name
    The name of account, vendor/customer to whom a cheque is made payable.
  • Name 1
    The name of account, vendor/customer to whom a cheque is made payable.
  • Name 2
    The second line of a vendor/customer name record. This line does not appear on the payable line of a cheque but is used to redirect mail or provide attention details.
  • Negative balances Only
    The report will only show the accounts that currently have a negative balance.
  • Next run on
    Defaults based on the previously specified run date.
  • No. Unit
    The number of LTCAP (Long Term Capital Appreciation Pool) units in the account. These units represent the number of shares in the pool. The annual payout is determined based on the number of units in the pool.
  • OI total
    Total of all open items for customer.
  • OK
    Check to indicate the item being processed in this goods receipt.
  • Open
    Available funds.
  • Open items at key date
    Items not yet cleared as at a specific date.
  • Operating Fund
    Used to manage core activities of the University.
  • OPUn (Purchase Order Price unit)
    The unit of measure to which the purchase order unit price relates.
  • Or Cost Center Value(s)
    A five or six character code that represents an organizational unit or program and tracks activity on a fiscal year basis. Financial transactions post to EITHER a Cost Center OR an Internal Order but NOT both.
  • or group
    A code that allows Cost Centers or Internal Orders to be grouped for reporting purposes.
  • Or Order Value(s)
    A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Order
    A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Order date
    Purchase, sale or service order date.
  • Order Group
    An alphanumeric code representing a group of related Internal Orders.
  • Order Name
    The full name of an internal order.
  • Order Plan
    A management tool for planning expenditures and revenues in internal orders, similar to the budget in FM.  Internal order plans may be used to input the approved "Original budget" into the operating funds centers. Plans do not restrict or control spending.
  • Order qty
    Quantity ordered
  • Order#
    A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Original Budget
    The initial budget transferred at the start of the fiscal year.
  • Outstanding Commitments
    The funds that are reserved for other purposes are not available for spending.
  • Overall amount
    Total reserve amount for line item.
  • Overall Total
    The overall total for the funds center is shown here.
  • Overall Total for Cost Centers
    The sum of all charges to the cost centers is shown here.
  • Own documents only
    Allows a user to display only documents which they have created.
  • P.O.Box
    The Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field.
  • Page Break at Funds Center
    The Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field.
  • Parent FC
    A six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • Parent FC name
    Parent Funds Center name.
  • Park
    This is the process used for electronic signatures. Parks the document and assigns a system generated document number which will become the document number assigned to the financial transaction once the parked document is posted. The parked document can be retrieved using the system document number by the original user or by another user.
  • Park Doc.
    This is the process used for electronic signatures. Parks the document and assigns a system generated document number which will become the document number assigned to the financial transaction once the parked document is posted. The parked document can be retrieved using the system document number by the original user or by another user.
  • Park document
    This is the process used for electronic signatures. Parks the document and assigns a system generated document number which will become the document number assigned to the financial transaction once the parked document is posted. The parked document can be retrieved using the system document number by the original user or by another user.
  • Path or file
    Enter the path or file name to be uploaded.
  • Pay
    Pay period: M=Monthly paid employee + Calendar Month Number; or F=Fortnightly/Biweekly paid employee + Pay Period Number in the Calendar Year.
  • Pay date
    The payment date of the cheque.
  • Payee
    The name of the payee on the cheque.
  • Payment document no.
    Unique, system generated, number assigned to every “actual” financial transaction processed (e.g. and journal entry).
  • Payment End Date (P)
    Indicates the date the 'final' salary payment will be made to the employee from a specific funding source. This date may be used in the calculation of the Sal/Ben Reserve.
  • Payroll Distribution
    Detail of payroll transactions.
  • Payt Terms
    Defaults based on the vendor account number used and should not be changed. Turn around between invoice date and cheque production.
  • Per
    Purchase/Sales Order unit
  • Per (Price unit)
    Purchase/Sales Order unit
  • Period
    The numerical position of the month in the fiscal year (i.e. May=1, June=2, etc.). Defaults to the current period and should not be changed.
  • Pers Number
    Personnel Number for the employee as shown in HRIS.
  • PGrp
    Purchasing group
  • PI Accounts
    Principal Investigator Funds Center
  • PI FC
    Principal Investigator Funds Center
  • PI HR No
    Will be populated with the PI Personnel number if a Fund is in a deficit state and the Target FC cannot be identified.
  • PI Name
    The full name of the Principal Investigator is shown here.
  • PK
    Two-digit numeric key that determines the way which the next document line item should be entered. That is, it specifies the account types required, the layout of the subsequent entry screens, and whether the posting is a debit or credit. Example: PK 40 = debit, 50 = credit
  • Plan costs
    Amounts planned at the cost element level for each cost center and/or internal order.
  • Plan Version Number
    Budget version. Version 1: Original Plan, Version 0: Current Budget & Default.
  • Plant
    The plant code is shown here.
  • Plnt
    The plant code is shown here.
  • Pmnt Block
    To block/unblock a document from payment.
  • Pmnt Method
    Cheque currency indicator.
  • Pmnt Terms
    Defaults based on the vendor account number used and should not be changed. Turn around between invoice date and cheque production.
  • Pmt Method
    Cheque currency indicator.
  • PO
    A Purchase Order (PO) is a purchaser’s written offer to a supplier formally stating all terms and conditions of a proposed transaction. When created in FIS, an amount equal to the PO is reserved in the FM account.
  • PO Box
    The Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field.
  • PO box PCode
    The Postal Code associated with a P.O. Box for a vendor/customer. Only complete in combination with the P.O.Box field.
  • PO Quantity
    The quantity requested in numeric format.
  • PO#
    A 10 digit system generated document number associated with a Purchase Order. The document number series is 45xxxxxxxx.
  • Post
    Posts the document and provides a document number. Record document number on original document and file.
  • Postal code
    The Postal Code where a vendor/customer resides. If a cheque is to be mailed to a UofT department, leave blank.
  • Posting Date
    Date the financial transaction is recorded.
  • Postings are at incorrect CFC/Fund combo (zero budget and non-zero actuals)
    Erroneous accounts may have been generated because of incorrect entries in HRIS.
  • Processing Date
    The date the transaction was executed in SAP.
  • Professional and Technical Services/ Contracts
    Any payment for professional or technical services charged to this account appears here.
  • Program ID
    The Program number under which a Fund is setup, e.g. Discovery Grants are a Program within NSERC - the Sponsor.
  • Pst.dte.
    Date the financial transaction is recorded.
  • PstKy
    Two-digit numeric key that determines the way which the next document line item should be entered. That is, it specifies the account types required, the layout of the subsequent entry screens, and whether the posting is a debit or credit.   Example: PK 40 = debit, 50 = credit
  • Purch orders and salary reserves
    The value of any outstanding purchase orders and salary reserves.
  • Purch. req.
    The purchasing requisition is the document created in FIS to request approval for a purchase (i.e., purchase over $25,000, lease, radioactive material).
  • Purchase Requisition
    The purchasing requisition is the document created in FIS to request approval for a purchase (i.e., purchase over $25,000, lease, radioactive material).
  • Purchasing Doc.
    Purchase Order document number.
  • Purchasing group
    A three (3) character long code representing purchasing authorization.
  • Purchasing organization
    1000 - University of Toronto
  • Qty in UnE
    The quantity received will default to the quantity ordered, change the value if necessary.
  • Quantity requested
    The quantity received will default to the quantity ordered, change the value if necessary.
  • Ratio (from)
    This is a defaulted field and is always ‘1.’
  • Ratio (to)
    This is a defaulted field and is always ‘1.’
  • Reason for Mvmt
    Code used to stipulate the reason for the goods movement or return.
  • Recipient
    The name of the person receiving the goods or services.
  • Reference
    Used to refer to source document or transaction description.
  • Reference document
    A reference document is a document that has already been created and is used as a template to decrease data entry.
  • Reference document type
    Document transaction indicator. It determines the document number range.
  • Reference number
    Used to refer to source document or transaction description.
  • Region
    A two-digit key used as part of an address. A region code identifies a geographic area within a country. Note: A Canadian region code identifies a province. An American region code identifies a state.
  • Requisitioner
    The name of the individual requesting the goods to be ordered.
  • Res Acc-nt
    Research Accountant assigned to the Fund.
  • Reserve End Date
    For Operating and Ancillary Funds: Payroll reserves are encumbered until the fiscal year end (i.e. April 30th); the exception to this rule is when a payment end date (P) is indicated for an employee, the payment will end before April 30th. For All Funds: The fiscal year period used for reporting either the UofT year end (blank) or Sponsor End Date (S).
  • Reserves
    Commitments.
  • Returns
    Any reduction in budget. When a new account is open a $1.00 return is created. The return offsets the supplement resulting in a net effect of zero.
  • Rev-Exp (R-E)
    Reason for reversing a document.
  • Revenue
    Income for a particular account.
  • Revenue (R)
    Income for a particular account.
  • Revenue assignments
    Sum of all revenue for this account.
  • Reversal Reason
    Reason for reversing a document.
  • RIS Sponsor Program No.
    Funds awarded from a particular Sponsor’s Program, e.g. NSERC’s “Idea to Innovation” (i2i) Program, enter the Program number here. Use the matchcode button to search for the appropriate Program #.
  • Run date
    Determines the document and posting dates of the transaction, as well as the entry date. Run dates between 1-15 will be entered on the 15th of the month with the document date and posting date equal to the run date. Run dates between 16-31 will be entered at month-end with the document date and posting date equal to the run date.
  • Sal/Ben Reserve
    The amount of payroll reserve that has been calculated by HRIS to encumber available FIS funds to the Reserve End Date.
  • Salaries
    Do not use.
  • Salary of Incumbent (CRC Only)
    Salary received by the principle investigator from a specific account.
  • SBR Rate
    Information provided to facilitate the verification of the calculation of benefit charges.
  • Service Order
    Numeric code assigned to a Facilities and Services task, function or operation.
  • Short text
    General Ledger account short text description.
  • Shrt txt
    General Ledger account short text description.
  • Simulate
    Simulating calculates and displays additional postings that would be generated upon posting (i.e. tax implications based on tax codes used) and display them as part of the Document Overview screen for review prior to posting.
  • Simulate Doc.
    Simulating calculates and displays additional postings that would be generated upon posting (i.e. tax implications based on tax codes used) and display them as part of the Document Overview screen for review prior to posting.
  • SLoc
    Storage location.
  • Sponsor
    Full name of granting agent associate with a Fund.
  • Sponsor Name
    Full name of granting agent associate with a Fund.
  • Sponsor Ref No
    Sponsor Reference Number
  • Sponsor Year
    Fiscal reporting period of Sponsor displayed in months.
  • Sponsor Year Start/Sponsor Year End
    Current fiscal year reporting period for the Sponsor.
  • Sponsors
    Full name of granting agent associate with a Fund.
  • Still to be delivered
    Number of ordered quantity to be delivered
  • Still to be invoiced
    Number of ordered quantity to be invoiced
  • Stor. Location
    Storage location.
  • Stor.loc.
    Storage location.
  • Street
    The street address where a vendor/customer resides. If a cheque is to be mailed to a UofT department, it is the street address of the department. Note: A cheque will not be produced without a street address unless P.O.Box, and PO box PCode fields are completed.
  • Summary
    Selecting this will provide the user with a summarized view of all transactions.
  • Supplements
    Additional funding to a budget. Note that when a new account is created, a $1.00 value is added as a supplement.
  • Target CC
    Cost Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.
  • Target FC
    Funds Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.
  • Target FC has NoPo
    Indicates a No Posting block has been placed on the Target Center.
  • Target FC NSF
    Indicates that if a research Deficit was transferred into the Target FC, the FC would be in an overdraft state.
  • Tax code
    Tax category that identifies the applicable tax rate.
  • Text
    Line item specific explanatory description (e.g. Invoice number, Vendor Name, brief description).
  • to
    Ending range of selection criteria.
  • To CI
    The commitment items (CI) that the funds were received in are shown here.
  • To Fund Center
    Indicates what FC the carryforward moved to.
  • To period
    The ending range of the plan. Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
  • Tolerance Limit
    Allows for a certain amount of overage in a Fund.
  • Total Amount of Sal/Ben
    The salary and benefits that will be incurred to the end of the current reporting period (i.e. fiscal yearend, sponsor yearend, or fund end date) and should be the sum of Fiscal Sal/Ben + Sal/Ben Reserve amounts.
  • Total Commit/Actuals
    Sum of all commitments and actuals.
  • Total Expense
    Sum of all expenditure transactions.
  • Total for Customer
    Sum of all expenditure transactions.
  • Total for the Service Order
    All the charges for the service order are totalled.
  • Total Fund
    Includes all transactions over the life of the fund.
  • Total Funds Available for Current Year
    The sum of all source of funding available for the current year.
  • Total Plan
    Total of all cost center plans and internal order plans summarized at the cost element level.
  • Total Planned Costs
    Amounts planned at the cost element level for each cost center and/or internal order.
  • Tracking number
    User identified tracking number.
  • Transaction Action Indicator
    Indicates the business transaction that will be entered. The field will default from the last transaction used.
  • Transactn
    Change to Credit memo, by selecting Credit memo from the drop down menu
  • Transfers Rec/ Send
    The amount of any transfers received into this Funds center is shown here as a positive figure. Any transfer amount sent is shown as a negative figure.
  • Transfers Received
    Budget transfers received throughout the fiscal year.
  • Transfers Sent
    Budget transfers sent to other accounts throughout the fiscal year.
  • Translation Date
    Defaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • Translation dte
    Defaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • Translatn Date
    Defaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • Travel
    Any travel expenses charged to this account appears here.
  • Type
    Defaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • Un
    The unit of measure for materials, goods, or services.
  • Unit of measure
    The unit of measure for materials, goods, or services.
  • Unloading point
    Room and/or floor number where the goods or services will be delivered.
  • User
    SAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
  • User ID
    UserID of the individual that entered the transaction.
  • User name
    SAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
  • Valid From
    SAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
  • Valid To
    End date of the fund.
  • Var (%)
    Variance between Plan Costs and Actual Costs displayed as a percentage of Plan Costs
  • Var (abs)
    Variance = Plan Costs Column minus Actual Costs Column
  • Variance
    Difference between the budget amount and the total commitment and actuals.
  • Vendor
    The FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor: 990001 - OTA Trade Payable Canadian vendor (payment in $CAD) 990002 - OTA Trade Payable U.S. vendors (payment in $USD) 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • Vendor #
    The FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor: 990001 - OTA Trade Payable Canadian vendor (payment in $CAD) 990002 - OTA Trade Payable U.S. vendors (payment in $USD) 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • Vendor Invoice Information
    Full name of supplier.
  • Vendor No.
    The FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor: 990001 - OTA Trade Payable Canadian vendor (payment in $CAD) 990002 - OTA Trade Payable U.S. vendors (payment in $USD) 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • Vendor Number
    The FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor: 990001 - OTA Trade Payable Canadian vendor (payment in $CAD) 990002 - OTA Trade Payable U.S. vendors (payment in $USD) 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • Version
    The budget/plan version. Version “0” represent the current budget/plan version; Version "1" represents the original budget/plan version and reflects the annual operating budget allocation at the beginning of the fiscal year.
  • Void reason
    Checks which are voided are allocated an explanation as to why they are not used as a means of payment (this is called the void reason code).
  • Year
    The UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • YTD Expenses
    Total expenses processed on this account for the year to date.
  • YTD Expenses & Commts.
    Total outstanding commitments and expenses year to date.