ADetermines which account assignment data (such as cost center, order etc.) is necessary for the item.
K (Cost center) or F (Internal order).
AccountA numeric code which identifies a General Ledger (G/L) account, a customer or a vendor.
Account Assignment CategoryDetermines 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.
AcctAssnCatDetermines which account assignment data (such as cost center, order etc.) is necessary for the item.
K (Cost center) or F (Internal order).
Act. CostsRealized income or expenses. Example : The payment of an invoice would be an actual expense.
ActionDefines if existing annual value entered is distributed and how the previous period values are treated.
ActualsRealized income or expenses. Example : The payment of an invoice would be an actual expense.
AllocationA 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.
Application #The RIS Application number from which an award is generated.
AssignA 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.
AssignmentA 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 GroupUser-based access restriction to G/L Accounts
Example: Authorization Group G999 allows access to HRIS GL account 801000 - 801990.
Auto CloseFunds Auto-Closing before and/or after a particular Date
Auto Close out DateThe 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.
Budget VersionThe 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.
Bus. AreaCode 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 arCode 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 areaCode 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
Calculate TaxDefaults to checked on and should be left on.
Carry forward BudgetThe value here is the budget unused in previous years, and still available for use.
Carry FWD Rec/ SendThe value here is the budget unused in previous years, and still available for use.
CC AmountRepresents 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 CenterA 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)).
CFCA 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)).
CIP UnitsThis 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.
CityCity 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 AmountBalance 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.
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.
CommitmentAmounts 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 ItemAn 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 ItemsAn 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 itmAn 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.
CommitmentsAmounts 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 existWhere funds have been reserved but have not been actualized.
CompanyAn organizational unit within financial accounting. Defaults to UofT.
Company CodeAn organizational unit within financial accounting. Defaults to UofT.
Company codesAn organizational unit within financial accounting. Defaults to UofT.
Controlling areaThe highest organizational unit in Controlling. Defaults to UofT.
Cost centerA 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 GroupA six digit alphanumeric code (Gxxxxx) that represents a group of related cost centers.
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 CtrA 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 ElementTerm 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.
CountryThe 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.
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./VendCustomer or vendor number of the transaction.
CustomerAn 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 accountAn alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
Customer for fundNumeric indicator of granting agent associated with a fund.
Customer NameCustomer name for an associated customer number.
Customer NumberAn alphanumeric code that represents an external organization or individual that purchases goods or services from the University.
Display two selected levelsIf 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.
Due onDate payment is due. Defaults from the payment terms as defined in the vendor master record.
Earmarked fundsA 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 itemThe 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 ItemThe appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.
Escalation DtA 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 IndThe 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.
ExceptionA 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 TypeEnter ‘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 rateThe rate of currency translation. Defaults from the exchange rate table, can be changed.
Expense (E)This figure represents the total amount of money spent from this account.
ExRTEnter ‘M’ in this field. ‘M’ = ‘Standard translation at average rate’, which is the rate used in all standard foreign exchange transaction postings at UofT.
FacultyOrganizational unit code responsible for the department.
Faculty NameName of the Organizational unit at the University of Toronto.
FBSFormer 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 CountNumber 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 NameName assigned to Funds Center (maximum characters = 20).
Final Finc’l Rpt SubIndicates if the final financial report has been submitted to the Sponsor. The field is blank if the report has not been submitted.
Final Pymt Rec’dIndicates 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'dIndicates 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 itemDelivery completed indicator will set automatically if all items are received. To manually set the delivery complete indicator, enter "SET".
First run onThe date when the recurring entry postings should begin.
Fis.yrThe 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 PeriodThe 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/BenThe 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 YearThe 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/periodThe 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 yearsThe 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 vendorSuppliers with contracts through procurement.
FM AmountRepresents the amount in the funds management budget for a particular commitment item and funds center combination.
FReDThe 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 periodThe beginning range for the plan. Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
FundA 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 NameName assigned to Funds Center (maximum characters = 20).
Fund ClassificationFund 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 DescriptionDescription of the Fund (maximum characters = 40).
Fund has NoPoIndicates that the Fund has a Deficit and a No Posting block.
Fund InactiveIndicates 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 Start Date/Fund End DateFIS dates assigned to the Fund account which defines the dates during which the system will allow postings to the Fund.
Fund TypeA numeric code that represents the budgeting and availability control (tolerance limit) for the fund.
FundsA 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 AvailableFunds Available: Expense Budget less Commitments + Actuals.
Funds centerA 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 GroupA 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 GroupsA 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 instalmentsRemaining award amount scheduled to be dispersed to the student over the award year.
G/LA six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
G/L AccountA 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 itmAllows users to select G/L Account listing with commitment item decription. Report defaults to include this field and should be retained.
G/L acctA six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
GR-base IVThe start and end months for the grant year for each fund.
Grant EndEnd of the grant year for the funding source as defined by the Sponsor.
Grant End DateEnd of the grant year for the funding source as defined by the Sponsor.
Grant YearThe start and end months for the grant year for each fund.
Header noteInternal 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.
Hierarchy level/ Funds centerThe 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.
HoldHolds 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 ReservesRepresents the cumulative total of all financial transactions including manual reserve commitments.
Include CI HierarchyIf selected, the report will include all the commitment items that are subordinate to the top level commitment item.
Include FC HierarchyIf selected, the report will include all the FC’s that are subordinate to the parent.
Include funds with no activityClick 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 totalsClick 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 onlyCheck 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 totalsClick on this button if you wish the report to calculate the net totals for you.
Include Reserves/Preq-sCheck 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 FCIf selected, the report will include all the FC’s that are subordinate to the parent.
Include Subordinate FCTR’sIf selected, the report will include all the FC’s that are subordinate to the parent.
InitEmployee first name initial as entered into Personnel Data (Infotype 2).
Internal orderA 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 numberA 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 monthsThe number of monthly intervals between recurring entry runs.
Item of requisitionA 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 textAdditional text description related to the line item. This text will be displayed on the purchase order.
ItmSpecifies the number that uniquely identifies an item in a document.
Last NameEmployee last name as entered into Personnel Data (Infotype 2).
Last run onThe date when the recurring entry postings should end.
LayoutPreviously saved report output layout that can be used to present financial data in a specific order.
Layout VariantPreviously saved report output layout that can be used to present financial data in a specific order.
LineSpecifies the number that uniquely identifies an item in a document.
Line ItemSelecting this will provide the user with a view of all individual transactions.
Messages/AlertsA brief description of why the Fund has a Traffic Light in its Exception column.
Movement typeA code indicating the type of goods movement.
NameThe name of account, vendor/customer to whom a cheque is made payable.
Name 1The name of account, vendor/customer to whom a cheque is made payable.
Name 2The 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 OnlyThe report will only show the accounts that currently have a negative balance.
Next run onDefaults based on the previously specified run date.
No. UnitThe 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.
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 groupA 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.
OrderA 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 PlanA 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.
Own documents onlyAllows a user to display only documents which they have created.
P.O.BoxThe 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 CenterThe 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 FCA 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)).
ParkThis is the process used for electronic approval. 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 approval. 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 documentThis is the process used for electronic approval. 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 fileEnter the path or file name to be uploaded.
PayPay period: M=Monthly paid employee + Calendar Month Number; or F=Fortnightly/Biweekly paid employee + Pay Period Number in the Calendar Year.
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.
PI HR NoWill be populated with the PI Personnel number if a Fund is in a deficit state and the Target FC cannot be identified.
PI NameThe full name of the Principal Investigator is shown here.
PKTwo-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 costsAmounts planned at the cost element level for each cost center and/or internal order.
Plan Version NumberBudget version. Version 1: Original Plan, Version 0: Current Budget & Default.
POA 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#A 10 digit system generated document number associated with a Purchase Order. The document number series is 45xxxxxxxx.
PO BoxThe 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 PCodeThe Postal Code associated with a P.O. Box for a vendor/customer. Only complete in combination with the P.O.Box field.
PO QuantityThe quantity requested in numeric format.
PostPosts the document and provides a document number. Record document number on original document and file.
Postal codeThe Postal Code where a vendor/customer resides. If a cheque is to be mailed to a UofT department, leave blank.
Posting DateDate the financial transaction is recorded.
Program IDThe 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.
PstKyTwo-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. 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 RequisitionThe purchasing requisition is the document created in FIS to request approval for a purchase (i.e., purchase over $25,000, lease, radioactive material).
Qty in UnEThe quantity received will default to the quantity ordered, change the value if necessary.
Quantity requestedThe 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 MvmtCode used to stipulate the reason for the goods movement or return.
RecipientThe name of the person receiving the goods or services.
ReferenceUsed to refer to source document or transaction description.
Reference documentA reference document is a document that has already been created and is used as a template to decrease data entry.
Reference document typeDocument transaction indicator. It determines the document number range.
Reference numberUsed to refer to source document or transaction description.
RegionA 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.
RequisitionerThe name of the individual requesting the goods to be ordered.
Res Acc-ntResearch Accountant assigned to the Fund.
Reserve End DateFor 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).
ReturnsAny 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.
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 dateDetermines 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 ReserveThe amount of payroll reserve that has been calculated by HRIS to encumber available FIS funds to the Reserve End Date.
SBR RateInformation provided to facilitate the verification of the calculation of benefit charges.
Service OrderNumeric code assigned to a Facilities and Services task, function or operation.
Short textGeneral Ledger account short text description.
Shrt txtGeneral Ledger account short text description.
SimulateSimulating 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.
StreetThe 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.
SummarySelecting this will provide the user with a summarized view of all transactions.
SupplementsAdditional funding to a budget. Note that when a new account is created, a $1.00 value is added as a supplement.
Target CCCost Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.
Target FCFunds Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.
Target FC has NoPoIndicates a No Posting block has been placed on the Target Center.
Target FC NSFIndicates that if a research Deficit was transferred into the Target FC, the FC would be in an overdraft state.
Tax codeTax category that identifies the applicable tax rate.
To CIThe commitment items (CI) that the funds were received in are shown here.
To Fund CenterIndicates what FC the carryforward moved to.
To periodThe 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 LimitAllows for a certain amount of overage in a Fund.
Total Amount of Sal/BenThe 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.
# Trans.The amount shown here indicates the number of unique transactions processed in the time period indicated.
Transaction Action IndicatorIndicates the business transaction that will be entered. The field will default from the last transaction used.
TransactnChange to Credit memo, by selecting Credit memo from the drop down menu
Transfers Rec/ SendThe 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 SentBudget transfers sent to other accounts throughout the fiscal year.
Translation DateDefaults 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 dteDefaults 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 DateDefaults 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.
TravelAny travel expenses charged to this account appears here.
TypeDefaults 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.
UnThe unit of measure for materials, goods, or services.
Unit of measureThe unit of measure for materials, goods, or services.
Unloading pointRoom and/or floor number where the goods or services will be delivered.
UserSAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
User IDUserID of the individual that entered the transaction.
User nameSAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
Valid FromSAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
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
VarianceDifference between the budget amount and the total commitment and actuals.
VendorThe 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 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 NumberThe 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)
VersionThe 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 reasonChecks 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).
YearThe 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 ExpensesTotal expenses processed on this account for the year to date.