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FIS Glossary

  • ADetermines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).
  • AccountA numeric code which identifies a General Ledger (G/L) account, a customer or a vendor.
  • Account Assignment CategoryDetermines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).
  • Account no.Identifies the revenue, expense or balance sheet items.
  • Account No. DescriptionThe full name of the account number.
  • AcctAssnCatDetermines which account assignment data (such as cost center, order etc.) is necessary for the item. K (Cost center) or F (Internal order).
  • Act. CostsRealized income or expenses. Example : The payment of an invoice would be an actual expense.
  • ActionDefines if existing annual value entered is distributed and how the previous period values are treated.
  • Active Funds OnlyOnly active funds will be included in the report.
  • ActualsRealized income or expenses. Example : The payment of an invoice would be an actual expense.
  • AllocationA text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • AmountLine 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 LCLine item amount in document currency.
  • Amt. in loc. Cur.Line item amount in document currency.
  • AncillaryRestricts to select ancillary accounts.
  • And all subordinateIncludes all lower level accounts.
  • And all superiorIncludes all higher level accounts.
  • Application #The RIS Application number from which an award is generated.
  • AssignA text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Assign.A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • AssignmentA text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Assignment no.A text field that can be used to track and report on line item postings. Field is case sensitive and allows 18 characters. Previously referred to as the allocation field.
  • Authorization GroupUser-based access restriction to G/L Accounts   Example: Authorization Group G999 allows access to HRIS GL account 801000 - 801990.
  • Auto CloseFunds Auto-Closing before and/or after a particular Date
  • Auto Close out DateThe date on which the Auto-Closeout process will run on the Fund, or if in the past, the date on which the Auto-Closeout ran.
  • Bal (B-E-C)Funds Available: Expense Budget less Commitments + Actuals.
  • BalanceThe current account balance.
  • BaselineDtThe baseline date defaults from the invoice or document date entered on the Basic data tab and should not be changed.
  • BCSBudget Control System. This is the default selection for all reports. This will give budget totals as at October 2006 month end and onwards.
  • Bline DateThe 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.
  • BudgetThe total amount of planned expenses and revenues.
  • Budget (B)The total amount of planned expenses and revenues.
  • Budget CategoryIdentifies the budget type.
  • Budget DetailsBudget allocation based on the commitment level.
  • Budget ProfileThe status of the account.
  • Budget VersionThe budget/plan version. Version “0” represent the current budget/plan version; Version "1" represents the original budget/plan version and reflects the annual operating budget allocation at the beginning of the fiscal year.
  • BuildingThe name and building number.
  • Bus. AreaCode used in FI to allow the preparation of more than one set of financial statements within a single company. UofT uses this code to separate the Ancillary Operations from the rest of the University business activity and forms part of the transaction coding when a posting is made to FIS. 1000 = non-ancillary 1001 - 1999 = ancillaries
  • Business arCode used in FI to allow the preparation of more than one set of financial statements within a single company. UofT uses this code to separate the Ancillary Operations from the rest of the University business activity and forms part of the transaction coding when a posting is made to FIS. 1000 = non-ancillary 1001 - 1999 = ancillaries
  • Business areaCode used in FI to allow the preparation of more than one set of financial statements within a single company. UofT uses this code to separate the Ancillary Operations from the rest of the University business activity and forms part of the transaction coding when a posting is made to FIS. 1000 = non-ancillary 1001 - 1999 = ancillaries
  • C.CoDefaults to UofT. Change only if required.
  • Calculate TaxDefaults to checked on and should be left on.
  • Carry forward BudgetThe value here is the budget unused in previous years, and still available for use.
  • Carry FWD Rec/ SendThe value here is the budget unused in previous years, and still available for use.
  • CC AmountRepresents the plan in the cost center or internal order for a particular cost element for the CO plan version entered on the selection screen.
  • CF CenterA six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • CFCA six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • Cheque NumberThe cheque number produced in FIS.
  • CIP UnitsThis column gives the number of CIP (Consolidated Investment Pool) units that the account has. These units represent the number of ‘shares’ in the pool. The annual payout is determined based upon the number of units in the pool.
  • CityCity where a vendor/customer resides. A cheque will not be produced without a city specified. If a cheque is to be mailed to a UOFT department, enter UOFT. This will result in the cheque being forwarded through Campus Mail instead of Canada Post.
  • Cleared AmountBalance of cleared documents for customer entries. This amount will always be displayed as a 0.00 amount. Drill-down to display any cleared documents for customer.
  • Cleared items at key dateItems cleared as at a specific date.
  • Closing Fund Balance RangeLimits 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.
  • CommitmentAmounts which are reserved in the Funds Center or Funds Center/Fund combinations specific purposes. Includes payroll commitments, purchase orders and manual reserves. Funds available is reduced by the reserved amounts.
  • Commitment ItemAn alphabetic code used to (1) group similar G/L accounts for summary reporting purposes (e.g. Supplies) and (2) segregate budget amounts for specific spending purposes. Defaults based on G/L account used, may be overwritten.
  • Commitment item categoryIndicates category.
  • Commitment Item GroupsNot currently available for use.
  • Commitment Item HierarchySelecting this option will include all the CI’s listed below this level.
  • Commitment ItemsAn alphabetic code used to (1) group similar G/L accounts for summary reporting purposes (e.g. Supplies) and (2) segregate budget amounts for specific spending purposes. Defaults based on G/L account used, may be overwritten.
  • Commitment itmAn alphabetic code used to (1) group similar G/L accounts for summary reporting purposes (e.g. Supplies) and (2) segregate budget amounts for specific spending purposes. Defaults based on G/L account used, may be overwritten.
  • CommitmentsAmounts which are reserved in the Funds Center or Funds Center/Fund combinations specific purposes. Includes payroll commitments, purchase orders and manual reserves. Funds available is reduced by the reserved amounts.
  • Commitments + ActualsSum of Commitments and Actuals.
  • Commitments existWhere funds have been reserved but have not been actualized.
  • CompanyAn organizational unit within financial accounting. Defaults to UofT.
  • Company CodeAn organizational unit within financial accounting. Defaults to UofT.
  • Company codesAn organizational unit within financial accounting. Defaults to UofT.
  • Controlling areaThe highest organizational unit in Controlling. Defaults to UofT.
  • Cost centerA five or six character code that represents an organizational unit or program and tracks activity on a fiscal year basis. Financial transactions post to EITHER a Cost Center OR an Internal Order but NOT both.
  • Cost Center Amount(Plan)Amounts planned at the cost element level for each cost center and/or internal order.
  • Cost Center GroupA six digit alphanumeric code (Gxxxxx) that represents a group of related cost centers.
  • Cost Center or Cost Center groupReports 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 CtrA five or six character code that represents an organizational unit or program and tracks activity on a fiscal year basis. Financial transactions post to EITHER a Cost Center OR an Internal Order but NOT both.
  • Cost Elem.Term used in CO to represent the General Ledger number (FI). General Ledger = Cost Element in every transaction posting regardless of whether the activity is revenue or expense.
  • Cost ElementTerm used in CO to represent the General Ledger number (FI). General Ledger = Cost Element in every transaction posting regardless of whether the activity is revenue or expense.
  • Costs due onThis option is currently unavailable.
  • CountryThe country of a vendor/customer. The code must reflect the country to where the cheque is forwarded (the default can be changed). For 990001, 990003, 990xxx and 990004, defaults to CA - Canada. For 990002, it defaults to US - United States. If a cheque is to be mailed to a UOFT department, use CA.
  • Created byAMS 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.
  • CURRCurrency key for amounts in the system. Defaults to CAD.
  • Curr.Currency key for amounts in the system. Defaults to CAD.
  • CurrencyCurrency key for amounts in the system. Defaults to CAD.
  • Currency/rateCurrency key for amounts in the system. Defaults to CAD.
  • Current BudgetThe total amount of the current budget.
  • Current Month ExpensesTotal expenses charged to this account for the current month.
  • Current Month Sal/Ben RecurringRegular 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./VendCustomer or vendor number of the transaction.
  • CustomerAn alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
  • Customer #An alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
  • Customer accountAn alphanumeric code that represents an external organization, individual or internal division that purchases goods or services from a University of Toronto unit.
  • Customer for fundNumeric indicator of granting agent associated with a fund.
  • Customer NameCustomer name for an associated customer number.
  • Customer NumberAn alphanumeric code that represents an external organization or individual that purchases goods or services from the University.
  • Customer/Vendor NameCustomer or vendor name for the transaction.
  • DateIndicates when a transaction occurred.
  • Dates From & ToRestricts the information to be viewed.
  • Days OverdueDifference between the document date and open items at key date specified.
  • D/CDebit or credit indicator for transaction line items.
  • D/C amount in FCThe amount in the document(s) in foreign currency. A negative sign indicates a Credit Memo/Overpayment/Advanced payment.
  • D/C amount in LCB/exThe 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 dateRepresents the date which the vendor product is to be delivered.
  • Delivery NoteThe packing slip, delivery note, or invoice number provided by the vendor.
  • DepartmentThe organizational unit code responsible for the account.
  • Department NameThe organizational unit code responsible for the account.
  • DifferenceVariance between the CO plan amount and FM budget amount.
  • Display Migrated Documents SeparatelySelecting this displays the migrated budget documents in a separate column (Fiscal Year 2007 only).
  • Display two selected levelsIf you select this option, only the top two levels of accounts in the hierarchy will be displayed. This option can be changed to display all the levels in the actual report.
  • DistributionAllocation of the budget
  • Distribution keyAllocation of the budget
  • DKAllocation of the budget
  • Do not display Migrated Documents SeparatelySelecting this includes the migrated budget documents in the standard budget columns (Fiscal Year 2007 only).
  • Do not include CIP unitsIgnore consolidated investment pool, i.e. endowment funds.
  • Doc. CategoryDescription of the Doc. Category.
  • Doc. DateDocument creation date or Customer/Supplier date.
  • Doc.dateDocument creation date or Customer/Supplier date.
  • Doc. Header TextDescription of transaction.
  • Doc.Header TextDescription of transaction.
  • Doc. No.AMS assigned number.
  • Doc.no.AMS assigned number.
  • Doc. NumberAMS assigned number.
  • Doc.textDescription of transaction.
  • Doc.typeDocument transaction indicator. It determines the document number range.
  • DocTyDocument transaction indicator. It determines the document number range.
  • DocumentAMS assigned number.
  • Document DateDocument creation date or Customer/Supplier date.
  • Document Header TextDescription of transaction.
  • Document No.AMS assigned number.
  • Document NumberAMS assigned number.
  • Document numbersAMS assigned number.
  • Document TextDescription of transaction.
  • Document TypeDocument transaction indicator. It determines the document number range.
  • Due date sorted listSpecifies the due date sort categories.
  • Due onDate payment is due. Defaults from the payment terms as defined in the vendor master record.
  • Earmarked fundsA document entered that reserves budget for expected expenses. Referencing the document number in a financial transaction will reduce the reserved amount. Also referred to as a Manual Reserve.
  • Earmarked funds: Document itemThe appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.
  • Earmarked Funds:Document ItemThe appropriate line item on manual reserves with multiple line items. No entry is required for manual reserves with only one line item.
  • Endowed Closing BalanceBalance in the endowment on the end date indicated.
  • Endowed Opening BalanceBeginning balance in the endowment.
  • EndowmentThe total of all endowment donations including any matching.
  • Entered byAMS USERID.
  • EntryAllows users to select type of entry system to be used.
  • Entry DateFIS generated transaction date.
  • Escalation DtA Fund is “Escalated” 6 months before the Auto-Closeout Date. The escalation is a prompt to investigate the Fund and determine if it is ready to be Auto-Closed. The Fund will not Escalate on the Escalation Date if the Final Report to the sponsor has been submitted, all Revenues have been received, and B=E=R.
  • Escalation IndThe Escalation Indicator identifies (“X”) Funds that have been Escalated. The Fund should be reviewed to ensure that the Final Report to the sponsor has been submitted, all Revenues have been received, and B=E=R.
  • ExceptionA Traffic Light visual indicator to bring attention to Funds requiring action. The level of urgency can be red, yellow or green. See the Messages/Alerts column for an explanation of the indicator.
  • Exch.rate TypeEnter ‘M’ in this field. ‘M’ = ‘Standard translation at average rate’, which is the rate used in all standard foreign exchange transaction postings at UofT.  
  • Exchange rateThe rate of currency translation. Defaults from the exchange rate table, can be changed.
  • Exclude self-funded unitsLimits to operating accounts.
  • Excluding Funds CenterSingle, 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 BalanceBalance in the expendable account on the end date indicated.
  • Expend. Opening BalanceBeginning balance in the expendable account.
  • ExpendableThe 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 AssignmentExpenditures actuals are less than the Revenue actuals. The account is in a surplus state.
  • ExpendituresThis figure represents the total amount of money spent from this account.
  • ExpenseThis figure represents the total amount of money spent from this account.
  • Expense DetailsComplete brakedown of expenses,
  • Expense (E)This figure represents the total amount of money spent from this account.
  • ExRTEnter ‘M’ in this field. ‘M’ = ‘Standard translation at average rate’, which is the rate used in all standard foreign exchange transaction postings at UofT.
  • FacultyOrganizational unit code responsible for the department.
  • Faculty NameName of the Organizational unit at the University of Toronto.
  • FBSFormer Budget System. Select if historical (pre-upgrade, i.e. documents processed up to and including October 2006 month end) budget details/totals are required.
  • FC CountNumber of Funds Centers linked to a Fund. When an FC Count is greater than one, it means that the Budget in the Fund is split among more than one PI.
  • FC NameName assigned to Funds Center (maximum characters = 20).
  • FI doc.no.fisc.yearUofT fiscal year in which the FI document was posted.
  • FI document numberUnique, system generated, number assigned to every “actual” financial transaction processed (e.g. and journal entry).
  • Final financial report has been submitted to sponsorWill display CLOSED Funds where the final financial report has been sent to the Sponsor.
  • Final financial report has NOT yet been submitted to sponsorWill display CLOSED Funds where the final financial report has not been sent to the Sponsor.
  • Final Finc’l Rpt SubIndicates if the final financial report has been submitted to the Sponsor. The field is blank if the report has not been submitted.
  • Final invoiceIndicates purchase order is complete.
  • Final payment has NOT yet been received from sponsorWill display only CLOSED Funds where at least one more Revenue payment from the Sponsor is expected.
  • Final Pymt Rec’dIndicates that the final Revenue payment has been received from the Sponsor. If the field is blank, then we have not yet confirmed that all Revenues have been received.
  • Final Pymt Rec'dIndicates that the final Revenue payment has been received from the Sponsor. If the field is blank, then we have not yet confirmed that all Revenues have been received.
  • FinDel. PO itemDelivery completed indicator will set automatically if all items are received. To manually set the delivery complete indicator, enter "SET".
  • First run onThe date when the recurring entry postings should begin.
  • Fis.yrThe UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • Fisc.year pmnt doc.UofT fiscal year in which the FI document was posted.
  • Fiscal PeriodThe numerical position of the month in the fiscal year (i.e. May=1, June=2, etc.). Defaults to the current period and should not be changed.
  • Fiscal Sal/BenThe year to date payroll activity, such as salary and benefit charges. Year to date typically refers to the UofT fiscal year end, however for Funds it refers to the Sponsor fiscal end.
  • Fiscal YearThe UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • Fiscal year/periodThe UofT fiscal year is May 1st to April 30th and the Year/Period is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2006 to April 30th, 2007 is identified as "2007" fiscal year). Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
  • Fiscal yearsThe UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • Fixed vendorSuppliers with contracts through procurement.
  • FM AmountRepresents the amount in the funds management budget for a particular commitment item and funds center combination.
  • FM AreaDefaults to UofT.
  • FM Version NumberIndicates the funds management budget.
  • FReDThe FReD identifies the fund centre, fund, cost centre or internal order numbers and budgets established for expenditures, and summarizes the terms and conditions of the award.
  • From 0 to 30Open items 0 to 30 days old.
  • From 181Open items older than 180 days.
  • From 31 to 60Open items 31 to 60 days old.
  • From 61 to 90Open items 61 to 90 days old.
  • From 91 to 180Open items 91 to 180 days old.
  • From CIThe commitment items (CI) that the funds were distributed from.
  • From CurrencyOrginating currency.
  • From periodThe beginning range for the plan. Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
  • FundA six digit code, starting with “3”, “4” or "5" used to record the funding and spending transactions for financial activity which typically spans more than 1 fiscal year (e.g. conference and research).
  • Fund Center NameName assigned to Funds Center (maximum characters = 20).
  • Fund ClassificationFund classification is set when a fund is created. Use this option to choose a particular classification to report on. This function is normally used in centralized departments and offices.
  • Fund DescriptionDescription of the Fund (maximum characters = 40).
  • Fund EndEnd date of the fund.
  • Fund End DateEnd date of the fund.
  • Fund has NoPoIndicates that the Fund has a Deficit and a No Posting block.
  • Fund InactiveIndicates that a Fund Inactive status has been placed on the Fund. This status is placed when the Auto-Closeout runs. If the field is blank, then the Fund is still active. This should not be confused with the Fund End Date.
  • Fund is NOT closed out (exclude Fund_Inactive)Will display CLOSED Funds that have not been Auto-Closed.
  • Fund NameName assigned to Fund (maximum characters = 20).
  • Fund SponsorFull name of sponsor.
  • Fund StartDate the fund started.
  • Fund Start DateDate the fund started.
  • Fund Start Date/Fund End DateFIS dates assigned to the Fund account which defines the dates during which the system will allow postings to the Fund.
  • Fund TypeA numeric code that represents the budgeting and availability control (tolerance limit) for the fund.
  • FundsA six digit code, starting with “3”, “4” or "5" used to record the funding and spending transactions for financial activity which typically spans more than 1 fiscal year (e.g. conference and research).
  • Funds Avail-InstalmentsFunds available less any Future ROSI instalments.
  • Funds AvailableFunds Available: Expense Budget less Commitments + Actuals.
  • Funds centerA six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • Funds Center ClassificationCode used to classify Fund Centers for centralized reporting.
  • Funds Center GroupA code that allows Funds Centers to be grouped for reporting purposes. Multiple groups can be created to make a hierarchical structure as needed. Funds Center Group names can be 14 characters in the following format: 1234567890.1234. The 14 characters may be a combination of alphanumeric characters and is NOT case sensitive (no special characters).
  • Funds Center GroupsA code that allows Funds Centers to be grouped for reporting purposes. Multiple groups can be created to make a hierarchical structure as needed. Funds Center Group names can be 14 characters in the following format: 1234567890.1234. The 14 characters may be a combination of alphanumeric characters and is NOT case sensitive (no special characters).
  • Future ROSI instalmentsRemaining award amount scheduled to be dispersed to the student over the award year.
  • G/LA six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
  • G/L AccountA six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
  • G/L accounts with commitment itmAllows users to select G/L Account listing with commitment item decription. Report defaults to include this field and should be retained.
  • G/L acctA six digit code used to provide detail on the type of financial activity incurred (e.g. grants, donations and computer supplies).
  • GR-base IVThe start and end months for the grant year for each fund.
  • Grant EndEnd of the grant year for the funding source as defined by the Sponsor.
  • Grant End DateEnd of the grant year for the funding source as defined by the Sponsor.
  • Grant Start Date/Grant End DateStart and end date for the funding source.
  • Grant YearThe start and end months for the grant year for each fund.
  • Header noteInternal note related to purchase requisition. These notes provide subsequent processors with information applicable to the entire requisition. These notes are NOT displayed on purchase order.
  • Header TextDescription of transaction.
  • HeaderTextDescription of transaction.
  • Hierarchical sequenceOrders the FC in hierarchy from top to bottom.
  • Hierarchy level/ Funds centerThe hierarchy level is a number shown in brackets. This number shows the level in the overall university hierarchy for this account.The FC is the number listed to the right of the level. The first number in the report is the parent or top level FC. The subordinate FC’s are listed below.
  • Hierarchy variantDefaults to 0000.
  • HoldHolds the document using a user defined temporary document number. A document does not have to be balanced in order to be held. The document can retrieved using the temporary document number and processing can be completed. There is no impact on funds availability.
  • Hold Doc.Holds the document using a user defined temporary document number. A document does not have to be balanced in order to be held. The document can retrieved using the temporary document number and processing can be completed. There is no impact on funds availability.
  • Incl. Manual ReservesRepresents the cumulative total of all financial transactions including manual reserve commitments.
  • Include CI HierarchyIf selected, the report will include all the commitment items that are subordinate to the top level commitment item.
  • Include FC HierarchyIf selected, the report will include all the FC’s that are subordinate to the parent.
  • Include FundsIndicates all funds to be included.
  • Include Funds Center HierarchyIf selected, the report will include all the FC’s that are subordinate to the parent.
  • Include funds with no activityClick on this button if you wish to include the funds with no activity in the period. If you leave it blank, funds with no activity will be excluded.
  • Include G/L summary totalsClick on this button if you wish to include the general ledger summary totals for the payroll distribution. If you choose this option, you must also select the payroll distribution. If you leave it blank, only the summary report will be produced.
  • Include internal PO’s onlyCheck this button if you wish to report on internal purchase order’s only. Please note that only purchase orders with outstanding items at year end are included in this report..
  • Include net totalsClick on this button if you wish the report to calculate the net totals for you.
  • Include only funds pending review in current grant yearA check box in this field will restrict the output to only the funds pending review in the current grant year.
  • Include Reserves/Preq-sCheck this button if you wish to report on manual reserves and purchase requisitions. Please note that only manual reserves outstanding at year end are included in this report.
  • Include Subordinate FCIf selected, the report will include all the FC’s that are subordinate to the parent.
  • Include Subordinate FCTR’sIf selected, the report will include all the FC’s that are subordinate to the parent.
  • Including Funds CenterSingle, multiple or a range of Funds Centers to include.
  • InitEmployee first name initial as entered into Personnel Data (Infotype 2).
  • Internal orderA code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Internal Order numberA code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Interval in monthsThe number of monthly intervals between recurring entry runs.
  • Inv. ReceiptDate invoice received.
  • Invoice dateThe 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.
  • ItemSpecifies the number that uniquely identifies an item in a document.
  • Item long textAdditional description.
  • Item noteInternal note on a specific line item.
  • Item of requisitionA line item number. As a rule, requisitions are process on an item-by-item basis. This means that each item of a requisition represents a separate requirement.
  • Item textAdditional text description related to the line item. This text will be displayed on the purchase order.
  • ItmSpecifies the number that uniquely identifies an item in a document.
  • Last NameEmployee last name as entered into Personnel Data (Infotype 2).
  • Last run onThe date when the recurring entry postings should end.
  • LayoutPreviously saved report output layout that can be used to present financial data in a specific order.
  • Layout VariantPreviously saved report output layout that can be used to present financial data in a specific order.
  • LineSpecifies the number that uniquely identifies an item in a document.
  • Line ItemSelecting this will provide the user with a view of all individual transactions.
  • Line item entry dateDocument entry date.
  • Line Item TextAdditional description.
  • LocationThe location of the work to be performed is recorded here.
  • Mat. GroupMaterial group name or code
  • MaterialMaterial number or product number
  • Materials, Supplies and other expendituresAny material, supplies or other purchases charged to this account appears here.
  • Matl groupThe material group is shown here.
  • Messages/AlertsA brief description of why the Fund has a Traffic Light in its Exception column.
  • Movement typeA code indicating the type of goods movement.
  • NameThe name of account, vendor/customer to whom a cheque is made payable.
  • Name 1The name of account, vendor/customer to whom a cheque is made payable.
  • Name 2The second line of a vendor/customer name record. This line does not appear on the payable line of a cheque but is used to redirect mail or provide attention details.
  • Negative balances OnlyThe report will only show the accounts that currently have a negative balance.
  • Next run onDefaults based on the previously specified run date.
  • No. UnitThe number of LTCAP (Long Term Capital Appreciation Pool) units in the account. These units represent the number of shares in the pool. The annual payout is determined based on the number of units in the pool.
  • OI totalTotal of all open items for customer.
  • OKCheck to indicate the item being processed in this goods receipt.
  • OpenAvailable funds.
  • Open items at key dateItems not yet cleared as at a specific date.
  • Operating FundUsed 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 groupA code that allows Cost Centers or Internal Orders to be grouped for reporting purposes.
  • Or Order Value(s)A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • OrderA code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Order#A code that represents an organizational unit or program and tracks activity on a non-fiscal year basis, i.e. short term or ongoing basis. Financial transactions post to EITHER a Cost Center OR an Internal Order, but NOT both.
  • Order datePurchase, sale or service order date.
  • Order GroupAn alphanumeric code representing a group of related Internal Orders.
  • Order NameThe full name of an internal order.
  • Order PlanA management tool for planning expenditures and revenues in internal orders, similar to the budget in FM.  Internal order plans may be used to input the approved "Original budget" into the operating funds centers. Plans do not restrict or control spending.
  • Order qtyQuantity ordered
  • Original BudgetThe initial budget transferred at the start of the fiscal year.
  • Outstanding CommitmentsThe funds that are reserved for other purposes are not available for spending.
  • Overall amountTotal reserve amount for line item.
  • Overall TotalThe overall total for the funds center is shown here.
  • Overall Total for Cost CentersThe sum of all charges to the cost centers is shown here.
  • Own documents onlyAllows a user to display only documents which they have created.
  • P.O.BoxThe Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field.
  • Page Break at Funds CenterThe Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field.
  • Parent FCA six digit code, starting with “1” or “2” used to record the funding and spending transactions for financial activity reported on a fiscal year basis (e.g. ancillary and principal investigator (PI)).
  • Parent FC nameParent Funds Center name.
  • ParkThis is the process used for electronic approval. Parks the document and assigns a system generated document number which will become the document number assigned to the financial transaction once the parked document is posted. The parked document can be retrieved using the system document number by the original user or by another user.
  • Park Doc.This is the process used for electronic approval. Parks the document and assigns a system generated document number which will become the document number assigned to the financial transaction once the parked document is posted. The parked document can be retrieved using the system document number by the original user or by another user.
  • Park documentThis is the process used for electronic approval. Parks the document and assigns a system generated document number which will become the document number assigned to the financial transaction once the parked document is posted. The parked document can be retrieved using the system document number by the original user or by another user.
  • Path or fileEnter the path or file name to be uploaded.
  • PayPay period: M=Monthly paid employee + Calendar Month Number; or F=Fortnightly/Biweekly paid employee + Pay Period Number in the Calendar Year.
  • Pay dateThe payment date of the cheque.
  • PayeeThe 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 DistributionDetail of payroll transactions.
  • Payt TermsDefaults based on the vendor account number used and should not be changed. Turn around between invoice date and cheque production.
  • PerPurchase/Sales Order unit
  • Per (Price unit)Purchase/Sales Order unit
  • PeriodThe numerical position of the month in the fiscal year (i.e. May=1, June=2, etc.). Defaults to the current period and should not be changed.
  • Pers NumberPersonnel Number for the employee as shown in HRIS.
  • PGrpPurchasing group
  • PI AccountsPrincipal Investigator Funds Center
  • PI FCPrincipal Investigator Funds Center
  • PI HR NoWill be populated with the PI Personnel number if a Fund is in a deficit state and the Target FC cannot be identified.
  • PI NameThe full name of the Principal Investigator is shown here.
  • PKTwo-digit numeric key that determines the way which the next document line item should be entered. That is, it specifies the account types required, the layout of the subsequent entry screens, and whether the posting is a debit or credit. Example: PK 40 = debit, 50 = credit
  • Plan costsAmounts planned at the cost element level for each cost center and/or internal order.
  • Plan Version NumberBudget version. Version 1: Original Plan, Version 0: Current Budget & Default.
  • PlantThe plant code is shown here.
  • PlntThe plant code is shown here.
  • Pmnt BlockTo block/unblock a document from payment.
  • Pmnt MethodCheque currency indicator.
  • Pmnt TermsDefaults based on the vendor account number used and should not be changed. Turn around between invoice date and cheque production.
  • Pmt MethodCheque currency indicator.
  • POA Purchase Order (PO) is a purchaser’s written offer to a supplier formally stating all terms and conditions of a proposed transaction. When created in FIS, an amount equal to the PO is reserved in the FM account.
  • PO#A 10 digit system generated document number associated with a Purchase Order. The document number series is 45xxxxxxxx.
  • PO BoxThe Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field.
  • PO box PCodeThe Postal Code associated with a P.O. Box for a vendor/customer. Only complete in combination with the P.O.Box field.
  • PO QuantityThe quantity requested in numeric format.
  • PostPosts the document and provides a document number. Record document number on original document and file.
  • Postal codeThe Postal Code where a vendor/customer resides. If a cheque is to be mailed to a UofT department, leave blank.
  • Posting DateDate the financial transaction is recorded.
  • 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 DateThe date the transaction was executed in SAP.
  • Professional and Technical Services/ ContractsAny payment for professional or technical services charged to this account appears here.
  • Program IDThe Program number under which a Fund is setup, e.g. Discovery Grants are a Program within NSERC - the Sponsor.
  • Pst.dte.Date the financial transaction is recorded.
  • PstKyTwo-digit numeric key that determines the way which the next document line item should be entered. That is, it specifies the account types required, the layout of the subsequent entry screens, and whether the posting is a debit or credit.   Example: PK 40 = debit, 50 = credit
  • Purch orders and salary reservesThe 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 RequisitionThe 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 groupA three (3) character long code representing purchasing authorization.
  • Purchasing organization1000 - University of Toronto
  • Qty in UnEThe quantity received will default to the quantity ordered, change the value if necessary.
  • Quantity requestedThe quantity received will default to the quantity ordered, change the value if necessary.
  • Ratio (from)This is a defaulted field and is always ‘1.’
  • Ratio (to)This is a defaulted field and is always ‘1.’
  • Reason for MvmtCode used to stipulate the reason for the goods movement or return.
  • RecipientThe name of the person receiving the goods or services.
  • ReferenceUsed to refer to source document or transaction description.
  • Reference documentA reference document is a document that has already been created and is used as a template to decrease data entry.
  • Reference document typeDocument transaction indicator. It determines the document number range.
  • Reference numberUsed to refer to source document or transaction description.
  • RegionA two-digit key used as part of an address. A region code identifies a geographic area within a country. Note: A Canadian region code identifies a province. An American region code identifies a state.
  • RequisitionerThe name of the individual requesting the goods to be ordered.
  • Res Acc-ntResearch Accountant assigned to the Fund.
  • Reserve End DateFor Operating and Ancillary Funds: Payroll reserves are encumbered until the fiscal year end (i.e. April 30th); the exception to this rule is when a payment end date (P) is indicated for an employee, the payment will end before April 30th. For All Funds: The fiscal year period used for reporting either the UofT year end (blank) or Sponsor End Date (S).
  • ReservesCommitments.
  • ReturnsAny reduction in budget. When a new account is open a $1.00 return is created. The return offsets the supplement resulting in a net effect of zero.
  • Rev-Exp (R-E)Reason for reversing a document.
  • RevenueIncome for a particular account.
  • Revenue assignmentsSum of all revenue for this account.
  • Revenue (R)Income for a particular account.
  • Reversal ReasonReason 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 dateDetermines the document and posting dates of the transaction, as well as the entry date. Run dates between 1-15 will be entered on the 15th of the month with the document date and posting date equal to the run date. Run dates between 16-31 will be entered at month-end with the document date and posting date equal to the run date.
  • SalariesDo not use.
  • Salary of Incumbent (CRC Only)Salary received by the principle investigator from a specific account.
  • Sal/Ben ReserveThe amount of payroll reserve that has been calculated by HRIS to encumber available FIS funds to the Reserve End Date.
  • SBR RateInformation provided to facilitate the verification of the calculation of benefit charges.
  • Service OrderNumeric code assigned to a Facilities and Services task, function or operation.
  • Short textGeneral Ledger account short text description.
  • Shrt txtGeneral Ledger account short text description.
  • SimulateSimulating calculates and displays additional postings that would be generated upon posting (i.e. tax implications based on tax codes used) and display them as part of the Document Overview screen for review prior to posting.
  • Simulate Doc.Simulating calculates and displays additional postings that would be generated upon posting (i.e. tax implications based on tax codes used) and display them as part of the Document Overview screen for review prior to posting.
  • SLocStorage location.
  • SponsorFull name of granting agent associate with a Fund.
  • Sponsor NameFull name of granting agent associate with a Fund.
  • Sponsor Ref NoSponsor Reference Number
  • Sponsor YearFiscal reporting period of Sponsor displayed in months.
  • Sponsor Year Start/Sponsor Year EndCurrent fiscal year reporting period for the Sponsor.
  • SponsorsFull name of granting agent associate with a Fund.
  • Still to be deliveredNumber of ordered quantity to be delivered
  • Still to be invoicedNumber of ordered quantity to be invoiced
  • Stor.loc.Storage location.
  • Stor. LocationStorage location.
  • StreetThe street address where a vendor/customer resides. If a cheque is to be mailed to a UofT department, it is the street address of the department. Note: A cheque will not be produced without a street address unless P.O.Box, and PO box PCode fields are completed.
  • SummarySelecting this will provide the user with a summarized view of all transactions.
  • SupplementsAdditional funding to a budget. Note that when a new account is created, a $1.00 value is added as a supplement.
  • Target CCCost Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.
  • Target FCFunds Center that will be charged for any Deficit transfer when the Auto-Closeout process is run against the Fund.
  • Target FC has NoPoIndicates a No Posting block has been placed on the Target Center.
  • Target FC NSFIndicates that if a research Deficit was transferred into the Target FC, the FC would be in an overdraft state.
  • Tax codeTax category that identifies the applicable tax rate.
  • TextLine item specific explanatory description (e.g. Invoice number, Vendor Name, brief description).
  • toEnding range of selection criteria.
  • To CIThe commitment items (CI) that the funds were received in are shown here.
  • To Fund CenterIndicates what FC the carryforward moved to.
  • To periodThe ending range of the plan. Period = the numerical position of the month in the fiscal year span (i.e. May=1, June=2, etc.).
  • Tolerance LimitAllows for a certain amount of overage in a Fund.
  • Total Amount of Sal/BenThe salary and benefits that will be incurred to the end of the current reporting period (i.e. fiscal yearend, sponsor yearend, or fund end date) and should be the sum of Fiscal Sal/Ben + Sal/Ben Reserve amounts.
  • Total Commit/ActualsSum of all commitments and actuals.
  • Total ExpenseSum of all expenditure transactions.
  • Total for CustomerSum of all expenditure transactions.
  • Total for the Service OrderAll the charges for the service order are totalled.
  • Total FundIncludes all transactions over the life of the fund.
  • Total Funds Available for Current YearThe sum of all source of funding available for the current year.
  • Total PlanTotal of all cost center plans and internal order plans summarized at the cost element level.
  • Total Planned CostsAmounts planned at the cost element level for each cost center and/or internal order.
  • Tracking numberUser identified tracking number.
  • # Trans.The amount shown here indicates the number of unique transactions processed in the time period indicated.
  • Transaction Action IndicatorIndicates the business transaction that will be entered. The field will default from the last transaction used.
  • TransactnChange to Credit memo, by selecting Credit memo from the drop down menu
  • Transfers Rec/ SendThe amount of any transfers received into this Funds center is shown here as a positive figure. Any transfer amount sent is shown as a negative figure.
  • Transfers ReceivedBudget transfers received throughout the fiscal year.
  • Transfers SentBudget transfers sent to other accounts throughout the fiscal year.
  • Translation DateDefaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • Translation dteDefaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • Translatn DateDefaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • TravelAny travel expenses charged to this account appears here.
  • TypeDefaults based on the system generated rate for the current date and is not normally changed. The translation can be used to select an exchange rate based on a specific date. If Canadian leave blank.
  • UnThe unit of measure for materials, goods, or services.
  • Unit of measureThe unit of measure for materials, goods, or services.
  • Unloading pointRoom and/or floor number where the goods or services will be delivered.
  • UserSAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
  • User IDUserID of the individual that entered the transaction.
  • User nameSAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
  • Valid FromSAP code assigned to identify individual/unit that posted the financial transaction, commonly referred to as USERID.
  • Valid ToEnd 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
  • VarianceDifference between the budget amount and the total commitment and actuals.
  • VendorThe FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor:
    • 990001 - OTA Trade Payable Canadian vendor (payment in $CAD)
    • 990002 - OTA Trade Payable U.S. vendors (payment in $USD)
    • 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • Vendor #The FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor:
    • 990001 - OTA Trade Payable Canadian vendor (payment in $CAD)
    • 990002 - OTA Trade Payable U.S. vendors (payment in $USD)
    • 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • Vendor Invoice InformationFull 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 NumberThe FIS vendor account number; if the vendor account number is unknown use the matchcode button to search. Ensure that the vendor name, address and payment currency on the invoice matches the vendor information in FIS. If a vendor account does not exist, consider requesting the creation of a vendor account or use the appropriate One Time Account (OTA) vendor:
    • 990001 - OTA Trade Payable Canadian vendor (payment in $CAD)
    • 990002 - OTA Trade Payable U.S. vendors (payment in $USD)
    • 990003 - OTA Trade Payable Foreign vendors (payment in foreign currency)
  • VersionThe budget/plan version. Version “0” represent the current budget/plan version; Version "1" represents the original budget/plan version and reflects the annual operating budget allocation at the beginning of the fiscal year.
  • Void reasonChecks which are voided are allocated an explanation as to why they are not used as a means of payment (this is called the void reason code).
  • YearThe UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2011 to April 30th, 2012 is identified as "2012" fiscal year).
  • YTD ExpensesTotal expenses processed on this account for the year to date.
  • YTD Expenses & Commts.Total outstanding commitments and expenses year to date.