FIS Glossary

Determines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).

A numeric code which identifies a General Ledger (G/L) account, a customer or a vendor.

Determines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).

Identifies the revenue, expense or balance sheet items.

The full name of the account number.

Determines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).

Realized income or expenses. Example : The payment of an invoice would be an actual expense.

Defines if existing annual value entered is distributed and how the previous period values are treated.

Only active funds will be included in the report.

Realized income or expenses. Example : The payment of an invoice would be an actual expense.

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.

Line item amount in document currency.

Line item amount in document currency.

Line item amount in document currency.

Line item amount in document currency.

Line item amount in document currency.

Restricts to select ancillary accounts.

Includes all lower level accounts.

Includes all higher level accounts.

The RIS Application number from which an award is generated.

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.

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.

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.

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.

User-based access restriction to G/L Accounts   Example: Authorization Group G999 allows access to HRIS GL account 801000 - 801990.

Funds Auto-Closing before and/or after a particular 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.

Funds Available: Expense Budget less Commitments + Actuals.

The current account balance.

The baseline date defaults from the invoice or document date entered on the Basic data tab and should not be changed.

Budget Control System. This is the default selection for all reports. This will give budget totals as at October 2006 month end and onwards.

The baseline date defaults from the invoice or document date entered on the Basic data tab and should not be changed.

Revenue Variance or the difference between the Revenue Budget and the Revenue Actuals.

The total amount of planned expenses and revenues.

The total amount of planned expenses and revenues.

Identifies the budget type.

Budget allocation based on the commitment level.

The status of the account.

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.

The name and building number.

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

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

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

Defaults to UofT. Change only if required.

Defaults to checked on and should be left on.

The value here is the budget unused in previous years, and still available for use.

The value here is the budget unused in previous years, and still available for use.

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.

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)).

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)).

The cheque number produced in FIS.

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 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.

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.

Items cleared as at a specific date.

Limits the report to a specific range. No entry, will show all values.

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.

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.

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.

Indicates category.

Not currently available for use.

Selecting this option will include all the CI’s listed below this level.

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.

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.

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.

Sum of Commitments and Actuals.

Where funds have been reserved but have not been actualized.

An organizational unit within financial accounting. Defaults to UofT.

An organizational unit within financial accounting. Defaults to UofT.

An organizational unit within financial accounting. Defaults to UofT.

The highest organizational unit in Controlling. Defaults to UofT.

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.

Amounts planned at the cost element level for each cost center and/or internal order.

A six digit alphanumeric code (Gxxxxx) that represents a group of related cost centers.

Reports on specific Cost Center OR Cost Center Group.

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.

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.

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.

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.

This option is currently unavailable.

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.

AMS USERID.

Used to identify documents that have been posted across company codes.

Used to identify documents that have been posted across company codes.

Currency key for amounts in the system. Defaults to CAD.

Currency key for amounts in the system. Defaults to CAD.

Currency key for amounts in the system. Defaults to CAD.

Currency key for amounts in the system. Defaults to CAD.

The total amount of the current budget.

Total expenses charged to this account for the current month.

Regular payroll payments such as salary and benefits charges.

"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.

An alphanumeric code that represents an external organization or individual that purchases goods or services from the University.

Customer or vendor number of the transaction.

An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.

An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.

An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.

Numeric indicator of granting agent associated with a fund.

Customer name for an associated customer number.

An alphanumeric code that represents an external organization or individual that purchases goods or services from the University.

Customer or vendor name for the transaction.

Indicates when a transaction occurred.

Restricts the information to be viewed.

Difference between the document date and open items at key date specified.

Debit or credit indicator for transaction line items.

The amount in the document(s) in foreign currency. A negative sign indicates a Credit Memo/Overpayment/Advanced payment.

The amount in the document(s) in local currency (CAD). A sign indicates a Credit Memo/Overpayment/Advanced payment.

Alternative delivery or shipment address.

Represents the date which the vendor product is to be delivered.

The packing slip, delivery note, or invoice number provided by the vendor.

The organizational unit code responsible for the account.

The organizational unit code responsible for the account.

Variance between the CO plan amount and FM budget amount.

Selecting this displays the migrated budget documents in a separate column (Fiscal Year 2007 only).

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.

Allocation of the budget

Allocation of the budget

Allocation of the budget

Selecting this includes the migrated budget documents in the standard budget columns (Fiscal Year 2007 only).

Ignore consolidated investment pool, i.e. endowment funds.

Description of the Doc. Category.

Document creation date or Customer/Supplier date.

Document creation date or Customer/Supplier date.

Description of transaction.

Description of transaction.

AMS assigned number.

AMS assigned number.

AMS assigned number.

Description of transaction.

Document transaction indicator. It determines the document number range.

Document transaction indicator. It determines the document number range.

AMS assigned number.

Document creation date or Customer/Supplier date.

Description of transaction.

AMS assigned number.

AMS assigned number.

AMS assigned number.

Description of transaction.

Document transaction indicator. It determines the document number range.

Specifies the due date sort categories.

Date payment is due. Defaults from the payment terms as defined in the vendor master record.

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.

The appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.

The appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.

Balance in the endowment on the end date indicated.

Beginning balance in the endowment.

The total of all endowment donations including any matching.

AMS USERID.

Allows users to select type of entry system to be used.

FIS generated transaction date.

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.

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.

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.

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.  

The rate of currency translation. Defaults from the exchange rate table, can be changed.

Limits to operating accounts.

Single, multiple or a range of Funds Centers to exclude.

Actuals + Commitments are greated than the budgeted amount. The account is therefore in a deficit state.

Balance in the expendable account on the end date indicated.

Beginning balance in the expendable account.

The total of all donations, including any matching as well as investment income earned.

Beginning balance in the expendable account.

Expenditures actuals are less than the Revenue actuals. The account is in a surplus state.

Expenditures actuals are less than the Revenue actuals. The account is in a surplus state.

This figure represents the total amount of money spent from this account.

This figure represents the total amount of money spent from this account.

Complete brakedown of expenses,

This figure represents the total amount of money spent from this account.

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.

Organizational unit code responsible for the department.

Name of the Organizational unit at the University of Toronto.

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.

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.

Name assigned to Funds Center (maximum characters = 20).

UofT fiscal year in which the FI document was posted.

Unique, system generated, number assigned to every “actual” financial transaction processed (e.g. and journal entry).

Will display CLOSED Funds where the final financial report has been sent to the Sponsor.

Will display CLOSED Funds where the final financial report has not been sent to the Sponsor.

Indicates if the final financial report has been submitted to the Sponsor. The field is blank if the report has not been submitted.

Indicates purchase order is complete.

Will display only CLOSED Funds where at least one more Revenue payment from the Sponsor is expected.

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.

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.

Delivery completed indicator will set automatically if all items are received. To manually set the delivery complete indicator, enter "SET".

The date when the recurring entry postings should begin.

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).

UofT fiscal year in which the FI document was posted.

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.

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.

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).

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.).

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).

Suppliers with contracts through procurement.

Represents the amount in the funds management budget for a particular commitment item and funds center combination.

Defaults to UofT.

Indicates the funds management budget.

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.

Open items 0 to 30 days old.

Open items older than 180 days.

Open items 31 to 60 days old.

Open items 61 to 90 days old.

Open items 91 to 180 days old.

The commitment items (CI) that the funds were distributed from.

Orginating currency.

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.).

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).

Name assigned to Funds Center (maximum characters = 20).

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.

Description of the Fund (maximum characters = 40).

End date of the fund.

End date of the fund.

Indicates that the Fund has a Deficit and a No Posting block.

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.

Will display CLOSED Funds that have not been Auto-Closed.

Name assigned to Fund (maximum characters = 20).

Full name of sponsor.

Date the fund started.

Date the fund started.

FIS dates assigned to the Fund account which defines the dates during which the system will allow postings to the Fund.

A numeric code that represents the budgeting and availability control (tolerance limit) for the 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).

Funds available less any Future ROSI instalments.

Funds Available: Expense Budget less Commitments + Actuals.

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)).

Code used to classify Fund Centers for centralized reporting.

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).

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).

Remaining award amount scheduled to be dispersed to the student over the award year.

A six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).

A six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).

Allows users to select G/L Account listing with commitment item decription. Report defaults to include this field and should be retained.

A six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).

The start and end months for the grant year for each fund.

End of the grant year for the funding source as defined by the Sponsor.

End of the grant year for the funding source as defined by the Sponsor.

Start and end date for the funding source.

The start and end months for the grant year for each fund.

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.

Description of transaction.

Description of transaction.

Orders the FC in hierarchy from top to bottom.

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.

Defaults to 0000.

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.

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.

Represents the cumulative total of all financial transactions including manual reserve commitments.

If selected, the report will include all the commitment items that are subordinate to the top level commitment item.

If selected, the report will include all the FC’s that are subordinate to the parent.

Indicates all funds to be included.

If selected, the report will include all the FC’s that are subordinate to the parent.

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.

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.

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..

Click on this button if you wish the report to calculate the net totals for you.

A check box in this field will restrict the output to only the funds pending review in the current grant year.

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.

If selected, the report will include all the FC’s that are subordinate to the parent.

If selected, the report will include all the FC’s that are subordinate to the parent.

Single, multiple or a range of Funds Centers to include.

Employee first name initial as entered into Personnel Data (Infotype 2).

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.

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.

The number of monthly intervals between recurring entry runs.

Date invoice received.

The issue date of the original invoice document. This date determines when the cheque is issued.

Used to refer to source document or transaction description.

Specifies the number that uniquely identifies an item in a document.

Additional description.

Internal note on a specific line item.

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.

Additional text description related to the line item. This text will be displayed on the purchase order.

Specifies the number that uniquely identifies an item in a document.

Employee last name as entered into Personnel Data (Infotype 2).

The date when the recurring entry postings should end.

Previously saved report output layout that can be used to present financial data in a specific order.

Previously saved report output layout that can be used to present financial data in a specific order.

Specifies the number that uniquely identifies an item in a document.

Selecting this will provide the user with a view of all individual transactions.

Document entry date.

Additional description.

The location of the work to be performed is recorded here.

Material group name or code

Material number or product number

Any material, supplies or other purchases charged to this account appears here.

The material group is shown here.

A brief description of why the Fund has a Traffic Light in its Exception column.

A code indicating the type of goods movement.

The name of account, vendor/customer to whom a cheque is made payable.

The name of account, vendor/customer to whom a cheque is made payable.

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.

The report will only show the accounts that currently have a negative balance.

Defaults based on the previously specified run date.

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.

Total of all open items for customer.

Check to indicate the item being processed in this goods receipt.

Available funds.

Items not yet cleared as at a specific date.

Used to manage core activities of the University.

The unit of measure to which the purchase order unit price relates.

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.

A code that allows Cost Centers or Internal Orders to be grouped for reporting purposes.

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.

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.

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.

Purchase, sale or service order date.

An alphanumeric code representing a group of related Internal Orders.

The full name of an internal order.

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.

Quantity ordered

The initial budget transferred at the start of the fiscal year.

The funds that are reserved for other purposes are not available for spending.

Total reserve amount for line item.

The overall total for the funds center is shown here.

The sum of all charges to the cost centers is shown here.

Allows a user to display only documents which they have created.

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.

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.

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 Funds Center name.

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.

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.

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.

Enter the path or file name to be uploaded.

Pay period: M=Monthly paid employee + Calendar Month Number; or F=Fortnightly/Biweekly paid employee + Pay Period Number in the Calendar Year.

The payment date of the cheque.

The name of the payee on the cheque.

Unique, system generated, number assigned to every “actual” financial transaction processed (e.g. and journal entry).

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.

Detail of payroll transactions.

Defaults based on the vendor account number used and should not be changed. Turn around between invoice date and cheque production.

Purchase/Sales Order unit

Purchase/Sales Order unit

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.

Personnel Number for the employee as shown in HRIS.

Purchasing group

Principal Investigator Funds Center

Principal Investigator Funds Center

Will be populated with the PI Personnel number if a Fund is in a deficit state and the Target FC cannot be identified.

The full name of the Principal Investigator is shown here.

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

Amounts planned at the cost element level for each cost center and/or internal order.

Budget version. Version 1: Original Plan, Version 0: Current Budget & Default.

The plant code is shown here.

The plant code is shown here.

To block/unblock a document from payment.

Cheque currency indicator.

Defaults based on the vendor account number used and should not be changed. Turn around between invoice date and cheque production.

Cheque currency indicator.

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.

A 10 digit system generated document number associated with a Purchase Order. The document number series is 45xxxxxxxx.

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.

The Postal Code associated with a P.O. Box for a vendor/customer. Only complete in combination with the P.O.Box field.

The quantity requested in numeric format.

Posts the document and provides a document number. Record document number on original document and file.

The Postal Code where a vendor/customer resides. If a cheque is to be mailed to a UofT department, leave blank.

Date the financial transaction is recorded.

Erroneous accounts may have been generated because of incorrect entries in HRIS.

The date the transaction was executed in SAP.

Any payment for professional or technical services charged to this account appears here.

The Program number under which a Fund is setup, e.g. Discovery Grants are a Program within NSERC - the Sponsor.

Date the financial transaction is recorded.

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

The value of any outstanding purchase orders and salary reserves.

The purchasing requisition is the document created in FIS to request approval for a purchase (i.e., purchase over $25,000, lease, radioactive material).

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 Order document number.

A three (3) character long code representing purchasing authorization.

1000 - University of Toronto

The quantity received will default to the quantity ordered, change the value if necessary.

The quantity received will default to the quantity ordered, change the value if necessary.

This is a defaulted field and is always ‘1.’

This is a defaulted field and is always ‘1.’

Code used to stipulate the reason for the goods movement or return.

The name of the person receiving the goods or services.

Used to refer to source document or transaction description.

A reference document is a document that has already been created and is used as a template to decrease data entry.

Document transaction indicator. It determines the document number range.

Used to refer to source document or transaction description.

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.

The name of the individual requesting the goods to be ordered.

Research Accountant assigned to the Fund.

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).

Commitments.

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.

Reason for reversing a document.

Income for a particular account.

Sum of all revenue for this account.

Income for a particular account.

Reason for reversing a document.

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 #.

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.

Do not use.

Salary received by the principle investigator from a specific account.

The amount of payroll reserve that has been calculated by HRIS to encumber available FIS funds to the Reserve End Date.

Information provided to facilitate the verification of the calculation of benefit charges.

Numeric code assigned to a Facilities and Services task, function or operation.

General Ledger account short text description.

General Ledger account short text description.

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.

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.

Storage location.

Full name of granting agent associate with a Fund.

Full name of granting agent associate with a Fund.

Sponsor Reference Number

Fiscal reporting period of Sponsor displayed in months.

Current fiscal year reporting period for the Sponsor.

Full name of granting agent associate with a Fund.

Number of ordered quantity to be delivered

Number of ordered quantity to be invoiced

Storage location.

Storage location.

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.

Selecting this will provide the user with a summarized view of all transactions.

Additional funding to a budget. Note that when a new account is created, a $1.00 value is added as a supplement.

Cost Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.

Funds Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.

Indicates a No Posting block has been placed on the Target Center.

Indicates that if a research Deficit was transferred into the Target FC, the FC would be in an overdraft state.

Tax category that identifies the applicable tax rate.

Line item specific explanatory description (e.g. Invoice number, Vendor Name, brief description).

Ending range of selection criteria.

The commitment items (CI) that the funds were received in are shown here.

Indicates what FC the carryforward moved to.

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.).

Allows for a certain amount of overage in a Fund.

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.

Sum of all commitments and actuals.

Sum of all expenditure transactions.

Sum of all expenditure transactions.

All the charges for the service order are totalled.

Includes all transactions over the life of the fund.

The sum of all source of funding available for the current year.

Total of all cost center plans and internal order plans summarized at the cost element level.

Amounts planned at the cost element level for each cost center and/or internal order.

User identified tracking number.

Indicates the business transaction that will be entered. The field will default from the last transaction used.

Change to Credit memo, by selecting Credit memo from the drop down menu

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.

Budget transfers received throughout the fiscal year.

Budget transfers sent to other accounts throughout the fiscal year.

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.

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.

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.

Any travel expenses charged to this account appears here.

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.

The unit of measure for materials, goods, or services.

The unit of measure for materials, goods, or services.

Room and/or floor number where the goods or services will be delivered.

SAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.

UserID of the individual that entered the transaction.

SAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.

SAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.

End date of the fund.

Variance between Plan Costs and Actual Costs displayed as a percentage of Plan Costs

Variance = Plan Costs Column minus Actual Costs Column

Difference between the budget amount and the total commitment and actuals.

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)

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)

Full name of supplier.

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)

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)

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.

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).

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).

Total expenses processed on this account for the year to date.

Total outstanding commitments and expenses year to date.