• ACCOUNT_TYPE
• ACCOUNTING_PERIOD
• ACTUAL_BEGIN_BAL
• ACTUAL_END_BAL
• ACTUAL_FYTD
• ACTUAL_MONTH
• ACTUAL_PJTD
• CALENDAR_YEAR
• COA_ACCOUNT
• COA_BC
• COA_CNAC
• COA_CREF
• COA_FUND
• COA_OBJECT
• COA_ORG
• COA_PROGRAM
• COA_RESPONSIBLE_ORG
• COMMITMENT
• FISCAL_MONTH_SEQ
• FISCAL_YEAR
• FUNDS_AVAILABLE
• FUNDS_UNENCUMBERED
• INVOICE_ENC_ENCUMBERED
• INVOICE_ENCUMBERED
• LAST_EXTRACT_DATE
• MONTH

• OBLICATION_ENCUMBERED
• OPER_BUDGET_BEGIN_BAL
• OPER_BUDGET_FY_TOTAL
• OPER_BUDGET_FYTD
• OPER_BUDGET_MONTH
• OPER_BUDGET_PJTD
• OPER_BUDGET_PROJ_TOTAL
• ORIG_BUDGET_BEGIN_BAL
• ORIG_BUDGET_FY_TOTAL
• ORIG_BUDGET_FYTD
• ORIG_BUDGET_MONTH
• ORIG_BUDGET_PJTD
• ORIG_BUDGET_PROJ_TOTAL
• PO_ADJUSTMENT_ENCUMBERED
• PURCHASING_ENCUMBERED
• QUARTER_SEQ
• REQUISITION_ENCUMBERED
• SALARY_ENCUMBERED
• SPECIAL_BUDGET_BEGIN_BAL
• SPECIAL_BUDGET_FY_TOTAL
• SPECIAL_BUDGET_FYTD
• SPECIAL_BUDGET_MONTH
• SPECIAL_BUDGET_PJTD
• SPECIAL_BUDGET_PROJ_TOTAL
• TOTAL_ENCUMBERED

Indexed - yes
Format - char (14)
May be null? no

Values:

Asset

Liability

Expense

Revenue

Equity

ACCOUNTING_PERIOD

Indexed - yes
Format - char (6)
May be null? no

The Accounting Period stated in MON-YY format. MON is the calendar month (stored in upper case), and YY is the calendar year. Note that the beginning and ending dates of an ACCOUNTING_PERIOD are not the same as the first and last day of the calendar month.

Example: JUL-96 (July 1996, which occurs in fiscal year 1997)

Values: List of values not available.

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the balance for the COA_ACCOUNT for the actual dollars as of the beginning of the accounting period.

For total expenses for funds checking (COA_OBJECT code TEXP), ACTUAL_BEGIN_BAL is the same as the fiscal-year-to-date balance at the end of the prior accounting period for the fiscal year.

For spendable balance and total capital expenses for funds checking (COA_OBJECT codes SBAL and TCIP), ACTUAL_BEGIN_BAL is the total amount of the actual dollars for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the prior accounting perod.

See also ACTUAL_FYTD and ACTUAL_PJTD.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the balance for the COA_ACCOUNT for the actual dollars as of the end of the accounting period (ACTUAL_BEGIN_BAL + ACTUAL_MONTH = ACTUAL_END_BAL).

For total expenses for funds checking (COA_OBJECT code TEXP), ACTUAL_END_BAL is the same as the fiscal year-to-date balance at the end of the prior accounting period (ACTUAL_FYTD).

For spendable balance and total capital expenses for funds checking (COA_OBJECT codes SBAL and TCIP), ACTUAL_END_BAL is the total amount of the actual dollars for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the prior accounting perod (ACTUAL_PJTD).

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the actual dollars for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the accounting period.

For activities that are project based (such as sponsored projects, University Research Foundation awards, and capital projects), the Actual_PJTD is the total amount of the actual dollars from the beginning of the project or award through the end of the accounting period.

For activities that are fiscal year based, the Actual_PJTD is the total of all actual dollars from the beginning of the account (or 7/1/1996, whichever was more recent) through the end of the accounting period.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - yes
Format - char (4)
May be null? yes

The calendar year for the ACCOUNTING_PERIOD. The calendar year begins January 1 and ends December 31.

Example: 1996 (The CALENDAR_YEAR for ACCOUNTING_PERIOD JUL-96)

Values:

List of values not available.

Indexed - yes
Format - char (26)
May be null? no

The seven segment values that comprise the 26-position Accounting Flexfield. The segments are COA_CNAC, COA_ORG, COA_BC, COA_FUND, COA_OBJECT, COA_PROGRAM, and COA_CREF.

See also COA_CNAC, COA_ORG, COA_BC, COA_FUND, COA_OBJECT, COA_PROGRAM, and COA_CREF.

Example: 40042274525799519120021438

Values:

List of values not available.

Indexed - no
Format - char (1)
May be null? yes

The budgetary control character that represents the level at which funds availability checking occurs.

COA_BC is the third segment of the Accounting Flexfield.

Examples: 1 (CNAC/ORG/FUND Year-To-Date); T (All Funds Checks)

Values:

0     Project-To-Date for capital projects only 

1     CNAC/ORG/FUND Year-To-Date

2     CNAC/ORG/FUND/CREF Year-To-Date

4     CNAC/ORG/FUND/CREF Project-to-Date

A     Funds Check parent of 1

B     Funds Check parent of 2

D     Funds Check parent of 4 

T     All Funds Checks

Indexed - yes
Format - char (3)
May be null? no

The 3-character Center Net Asset Class code.

The first two positions of the COA_CNAC identify the School or Center. The last position identifies the Net Asset Class: 0 (Unrestricted); 1 (Temporarily Restricted); 2 (Permanently Restricted). COA_CNAC is the first segment of the Accounting Flexfield.

Examples: 880 (Medical Center, Unrestricted); 921 (Human Resources, Temporarily Restricted)

Values:

Refer to the CNAC_CODES table for values.

Indexed - yes
Format - char (4)
May be null? no

The 4-character Center Reference code. This is an identifier uniquely defined by each School or Center. COA_CREF is used to record information that is important to a School or Center but is inappropriate for any other segment of the Accounting Flexfield. The value of the Center Reference code is unique within a school or center.

COA_CREF is the seventh and last segment of the Accounting Flexfield.

See the definition for CENTER_REF_CODES / CENTER_REF_CODE.

Examples: 4045 (Graduate Programs); 4091 (SAS Newsletter)

Values:

Refer to the CENTER_REF_CODES table for values.

Indexed - yes
Format - char (6)
May be null? no

The 6-character fund number. A fund is the unique identifier for a specific set of financial resources that needs tracking or management.

COA_Fund is the fourth segment of the Accounting Flexfield.

Examples: 000000 (General Unrestricted Fund); 010201 (SAS: GEN FUND 1).

Values:

Refer to the  FUND_CODES table for values.

Indexed - yes
Format - char (4)
May be null? no

The 4-character OBJECT code. Identifies the asset, liability, revenue, or expense.

COA_OBJECT is the fifth segment of the Accounting Flexfield.

Examples: 5220 (EXTERNAL OFFICE SUPPLIES); 1149 (CASH SUSPENSE).

Values:

Refer to the  OBJECT_CODES table for values.

Indexed - yes
Format - char (4)
May be null? no

The 4-character ORGANIZATION code. This is a subdivision of the University created for management purposes.

An ORGANIZATON belongs to only one responsibility center, and its ORGANIZATON code is unique. That is, no two ORGANIZATIONS will have the same values for COA_ORG.

COA_ORG is the second segment of the Accounting Flexfield.

Examples: 0702 (Wharton Finance); 0705 (Wharton Legal Studies)

Values:

Refer to the  ORG_CODES table for values.

Indexed - yes
Format - char (4)
May be null? no

The 4-character PROGRAM code. This is an activity or work process commonly defined across the University for tracking a program's activity across Schools and Centers (or across organizations within a school or Center).

COA_Program is the sixth segment of the Accounting Flexfield.

Examples: 7311 (Alumni Relations); 0001 (Discretionary)

Values:

Refer to the  PROGRAM_CODES table for values.

COA_RESPONSIBLE_ORG

Indexed - yes
Format - char (4)
May be null? yes

The 4-character code for the ORGANIZATOIN responsible for managing the fund. Many ORGANIZATIONS may use the same fund, but only one ORGANIZATION -- the COA_RESPONSIBLE_ORG -- is accountable for managing the fund. Those who are authorized to access records for the COA_RESPONSIBLE_ORG for the fund may access all records for the fund, regardless of the value of the COA_ORG in the COA_ACCOUNT for the record.

Examples: 0011 (NYC Penn Club); 0215 (French Institute)

Values:

Refer to the  ORG_CODES table for values.

Indexed - no
Format - number (13,2)
May be null? yes

From the NOV-12 period on, the amount encumbered, as of the end of the accounting period, for the COA_ACCOUNT's requisition expense. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

NOTE: Prior to the BEN Financials upgrade on 11/26/2012, the COMMITMENT column stored the amount of committed dollars for expenses other than salaries, purchasing, and invoices for the COA_ACCOUNT as of the end of the ACCOUNTING_PERIOD. Requisition encumbrances balances prior to November 2012 can be found in the REQUISITION_ENCUMBERED column.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - yes
Format - char (2)
May be null? no

The month (or accounting period) of the fiscal year. This field is used for sorting.

Examples: 01 (July); 11 (May) See also FISCAL_YEAR

Values:

01        July

02        August

03        September

04        October

05        November

06        December

07        January

08        February

09        March

10        April

11        May

12        June

13        Adjustment period

Indexed - no
Format - char (4)
May be null? no

The financial year. Penn's fiscal year begins July 1 of one calendar year and ends June 30 of the next calendar year.

Example: 1997 (fiscal year that began July 1, 1996, and ended June 30, 1997)

Values:




List of values not available.

FUNDS_AVAILABLE

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

      

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - date (7)
May be null? yes

Values:

List of values not available.

MONTH

Indexed - yes
Format - char (2)
May be null? no

A number that identifies the calendar month (accounting period).

Examples: 01 (January); 11 (November)

Values:

01         January

02         February

03         March

04         April

05         May

06         June

07         July

08         August

09         September

10         October

11         November

12         December

13         Adjustment period

Indexed - no
Format - number (13,2)
May be null? yes

From the NOV-12 period on, the amount encumbered, as of the end of the accounting period, for the COA_ACCOUNT's purchasing expense. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

NOTE: Purchasing encumbrances balances prior to November 2012 can be found in the PURCHASING_ENCUMBERED column.

Values:

-99,999,999,999.99 to 99,999,999,999.99

      

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the operating budget balance for the COA_ACCOUNT as of the beginning of the accounting period. The beginning balance for an accounting period is the same as the fiscal year-to-date balance at the end of the prior accounting period for the fiscal year.

For activities that are fiscal year based, the operating budget is the original budget plus any revisions.

For activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects), the operating budget is the budget for the entire project or award.

For activities that are not fiscal year based, OPER_BUDGET_BEGIN_BAL reflects only the revisions, if any, that have been posted to accounting periods earlier in this fiscal year (not including this accounting period).

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the operating budget for the COA_ACCOUNT for the entire fiscal year from July through the adjustment period.

For activities that are fiscal year based, the operating budget is the original budget plus any revisions.

For activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects), the operating budget is the budget for the entire project or award.

For activities that are not fiscal year based, Oper_Budget_FY_Total reflects only the revisions, if any, that have been posted to accounting periods for this fiscal year.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the total operating budget for the COA_ACCOUNT from the beginning of the fiscal year through the end of the accounting period.

For activities that are fiscal year based, the operating budget is the original budget plus any revisions. For activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects), the operating budget is the budget for the entire project or award.

For activities that are not fiscal year based, the Oper_Budget_FYTD reflects only the revisions, if any, that have been posted to accounting periods so far this fiscal year (through the end of this accounting period).

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the change made to the operating budget for the COA_ACCOUNT, and posted to the accounting period.

For activities that are fiscal year based, the operating budget is the original budget plus any revisions.

For activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects), the operating budget is the budget for the entire project or award.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the operating budget for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the accounting period.

For activities that are project based (such as sponsored projects, University Research Foundation awards, and capital projects), the operating budget is the budget for the entire project or award, and the Oper_Budget_PJTD is the total amount of the operating budget from the beginning of the project or award through the end of the accounting period.

For activities that are fiscal year based, the operating budget is the original budget (for the fiscal year) plus any revisions, but the Oper_Budget_PJTD is the total of all operating budgets from the beginning of the account (or 7/1/1996, whichever was more recent) through the end of the accounting period.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the operating budget for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the project.

For activities that are project based (such as sponsored projects, University Research Foundation awards, and capital projects), the operating budget is the budget for the entire project or award, and the OPER_BUDGET_PROJ_TOTAL is the total amount of the operating budget for the entire project or award.

For activities that are fiscal year based, the operating budget is the original budget (for the fiscal year) plus any revisions, but the OPER_BUDGET_PROJ_TOTAL is the total of all operating budgets from the beginning of the account (or 7/1/1996, whichever was more recent) through any future accounting periods with budgets posted.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the balance for the original budget for the COA_ACCOUNT as of the beginning of the accounting period.

The beginning balance for an accounting period is the same as the fiscal year-to-date balance at the end of the prior accounting period for the fiscal year.

The original budget is the budget for the fiscal year as it was planned in advance of the fiscal year. Activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects) will not have an original budget populated.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the original budget for the COA_ACCOUNT for the entire fiscal year.

The original budget is the budget for the fiscal year as it was planned in advance of the fiscal year. Activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects) will not have an original budget populated.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the original budget for the COA_ACCOUNT from the beginning of the fiscal year through the end of the accounting period.

The original budget is the budget for the fiscal year as it was planned in advance of the fiscal year. Activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects) will not have an original budget populated.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the original budget for the COA_ACCOUNT for the accounting period.

The original budget is the budget for the fiscal year as it was planned in advance of the fiscal year. Activities that are not fiscal year based (such as sponsored projects, University Research Foundation awards, and capital projects) will not have an original budget populated. The budget amount for each month is defined during the budget planning process using the Pillar budgeting system. If the budget amount for each month is not defined explicitly, it is defined implicitly (as the fiscal year total amount divided by 12).

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

Values:

List of values not available.

Indexed - no
Format - number (13,2)
May be null? yes

Values:

List of values not available.

The amount encumbered, as of the end of the accounting period, for the COA_ACCOUNT's PO adjustment encumbrance. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

Values:

-99,999,999,999.99 to 99,999,999,999.99

      

PURCHASING_ENCUMBERED

Indexed - no
Format - number (13,2)
May be null? yes

The amount encumbered, as of the end of the accounting period, for the COA_ACCOUNT's purchasing expense. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

NOTE: This column is only populated through November 26, 2012. After that time, purchasing encumbered data is stored in the OBLIGATION column, and values in PURCHASING_ENCUMBERED from that point on will be set to 0.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - char (1)
May be null? yes

The quarter of the fiscal year.

Example: 1 (first quarter, July to September)

Values:

1     First quarter (July-September)

2     Second quarter (October-December)

3     Third quarter (January-March)

4     Fourth quarter (April-Adjustment period)

Indexed - no
Format - number (13,2)
May be null? yes

The amount encumbered, as of the end of the accounting period, for the COA_ACCOUNT's requisition expense. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

NOTE: This column is only populated through November 26, 2012. After that time, requisition encumbered data is stored in the COMMITMENT column, and values in REQUISITION_ENCUMBERED from that point on will be set to 0.

Values:

-99,999,999,999.99 to 99,999,999,999.99

    

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the balance for the special budget for the COA_ACCOUNT as of the beginning of the accounting period.

The beginning balance for an accounting period is the same as the fiscal year-to-date balance at the end of the prior accounting period for the fiscal year. The special budget is really not a budget at all, but an amount that is posted here so it can easily be compared to budgets and actuals. It is used only with special object codes, for example, PBUD (the total authorized budget for a project), PBIL (the total authorized billing amount for a project), or URFA (the amount of the University Research Foundation Award). Certain other object codes may also have a special budget.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the special budget for the COA_ACCOUNT for the entire fiscal year.

The special budget is really not a budget at all, but an amount that is posted here so it can easily be compared to budgets and actuals. It is used only with special object codes, for example, PBUD (the total authorized budget for a project), PBIL (the total authorized billing amount for a project), or URFA (the amount of the University Research Foundation Award). Certain other object codes may also have a special budget.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the total special budget for the COA_ACCOUNT from the beginning of the fiscal year through the end of the accounting period.

The special budget is really not a budget at all, but an amount that is posted here so it can easily be compared to budgets and actuals. It is used only with special objects codes, for example, PBUD (the total authorized budget for a project), PBIL (the total authorized billing amount for a project), or URFA (the amount of the University Research Foundation Award). Certain other object codes may also have a special budget.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The amount of the special budget for the COA_ACCOUNT for the accounting period.

The special budget is really not a budget at all, but an amount that is posted here so it can easily be compared to budgets and actuals. It is used only with special object codes, for example, PBUD (the total authorized budget for a project), PBIL (the total authorized billing amount for a project), or URFA (the amount of the University Research Foundation Award). Certain other object codes may also have a special budget.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the Special Budget for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the accounting period.

The special budget is really not a budget at all, but an amount that is posted here so it can easily be compared to budgets and actuals. It is used only with special object codes, for example, PBUD (the total authorized budget for a project), PBIL (the total authorized billing amount for a project), or URFA (the amount of the University Research Foundation Award). Certain other object codes may also have a special budget.

For activities that are project based (such as sponsored projects, University Research Foundation awards, and capital projects), the Special_Budget_PJTD is the total amount of the special budget from the beginning of the project or award through the end of the accounting period.

For activities that are fiscal year based, the Special_Budget_PJTD is the total of all special budgets from the beginning of the account (or 7/1/1996, whichever was more recent) through the end of the accounting period.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

The total amount of the Special Budget for the COA_ACCOUNT from the creation of the COA_ACCOUNT through the end of the project.

The special budget is really not a budget at all, but an amount that is posted here so it can easily be compared to budgets and actuals. It is used only with special object codes, for example, PBUD (the total authorized budget for a project), PBIL (the total authorized billing amount for a project), or URFA (the amount of the University Research Foundation Award). Certain other object codes may also have a special budget.

For activities that are project based (such as sponsored projects, University Research Foundation awards, and capital projects), the SPECIAL_BUDGET_PROJ_TOTAL is the total amount of the special budget for the entire project or award.

For activities that are fiscal year based, the SPECIAL_BUDGET_PROJ_TOTAL is the total of all special budgets from the beginning of the account (or 7/1/1996, whichever was more recent) through any future accounting periods with budgets posted.

Values:

-99,999,999,999.99 to 99,999,999,999.99

Indexed - no
Format - number (13,2)
May be null? yes

Values:

-99,999,999,999.99 to 99,999,999,999.99