- 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.
- 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.
- 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.
- 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.date
Document creation date or Customer/Supplier date.
- Doc. Header Text
Description of transaction.
- Doc.Header Text
Description of transaction.
- Doc. No.
AMS assigned number.
- Doc.no.
AMS assigned number.
- Doc. Number
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 Details
Complete brakedown of expenses,
- Expense (E)
This figure represents the total amount of money spent from this account.
- 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#
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
- 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 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 document
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.
- 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#
A 10 digit system generated document number associated with a Purchase Order. The document number series is 45xxxxxxxx.
- 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.
- 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 assignments
Sum of all revenue for this account.
- Revenue (R)
Income for a particular 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.
- Salaries
Do not use.
- Salary of Incumbent (CRC Only)
Salary received by the principle investigator from a specific account.
- Sal/Ben Reserve
The amount of payroll reserve that has been calculated by HRIS to encumber available FIS funds to the Reserve End Date.
- 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.loc.
Storage location.
- Stor. Location
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.
- # Trans.
The amount shown here indicates the number of unique transactions processed in the time period indicated.
- 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.