| Data element |
Definition |
| ACCOUNT_TYPE
Indexed - yes
Format - char (7)
May be null? yes
|
Means of categorizing accounts for use in financial reporting;
reflects whether the account is revenue or expense.
Values:
Asset
Equity
Expense
Liability
Revenue
|
| ACCOUNTING_PERIOD
Indexed - yes
Format - char (6)
May be null? yes
|
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-99 (July 1999, which occurs in fiscal year 2000).
Values:
List of values not available.
|
| ACTUAL_AMOUNT
Indexed - no
Format - number (20,2)
May be null? yes
|
For transactions with a BALANCE_TYPE of 'Actual', the amount
of the actual dollars for the COA_ACCOUNT for the transaction. When aggregating
this column by COA_ACCOUNT for the accounting period, the sum should equal
the ACTUAL_MONTH balance for the same period for the COA_ACCOUNT in the
BALANCES table. This column will be populated with 0 for Budget and Encumbrance
balance types.
Values:
-999,999,999,999,999,999.99 to
999,999,999,999,999,999.99
|
| ATTRIBUTE (1-20) Indexed - no
Format - varchar2 (150)
May be null? yes |
For Feeder transactions, attribute columns contain additional information about the transaction.
Usage of attribute columns varies, according to the individual Feeder source. For example, for Bookstore feeder transactions, attributes contain Request number, Transaction Date, Contact Person; for BEN Deposits, attributes contain Tracking number, Center/ORG, Line Number, Preparer; for FedEx, attributes contain Legacy Account, HUP Cost Center, Invoice number, Airbill number, and so on for other feeders.
Note that attribute usage may vary over time, and history will not be updated accordingly. Attribute columns are populated for transactions from February 7, 2007, and forward. |
| BALANCE_TYPE
Indexed - no
Format - char (11)
May be null? yes
|
Indicates whether the journal entry is for an actual, budget,
or encumbrance transaction.
Values:
Actual
Budget
Encumbrance
|
| BATCH_ID
Indexed - yes
Format - number (15)
May be null? yes
|
Unique identifier for the journal batch.
Values:
List of values not available
|
| CALENDAR_YEAR
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: 1999 (the CALENDAR_YEAR
for ACCOUNTING_PERIOD JUL-99).
Values:
List of values not available.
|
| CONTEXT (CONTEXT 2-4)
Indexed - no
Format - varchar2 (150)
May be null? yes |
For Feeder transactions, context columns (CONTEXT, CONTEXT2, CONTEXT3, CONTEXT4) contain additional information about the feeder source.
Context columns are populated for transactions from February 7, 2007, and forward.
|
| COA_ACCOUNT
Indexed - yes
Format - char (26)
May be null? yes
|
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.
Example: 40042274525799519120021438.
See also COA_CNAC, COA_ORG, COA_BC, COA_FUND, COA_OBJECT, COA_PROGRAM,
and COA_CREF.
Values:
List of values not available.
|
| COA_BC
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
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
|
| COA_CNAC
Indexed - yes
Format - char (3)
May be null? yes
|
The 3-character center Net Asset Class (NAC) 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.
Example: 880 (Medical center, Unrestricted)
Values:
Refer to the CNAC_Codes table for values.
|
| COA_CREF
Indexed - yes
Format - char (4)
May be null? yes
|
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.
|
| COA_FUND
Indexed - yes
Format - char (6)
May be null? yes
|
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.
|
| COA_OBJECT
Indexed - yes
Format - char (4)
May be null? yes
|
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.
|
| COA_ORG
Indexed - yes
Format - char (4)
May be null? yes
|
The 4-character ORGANIZATION code. This is a subdivision
of the University created for management purposes.
An ORGANIZATION belongs to only one responsibility center, and its
ORGANIZATION 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.
|
| COA_PROGRAM
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 organization 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.
|
| ENCUMBRANCE_AMOUNT
Indexed - no
Format - number (20,2)
May be null? yes
|
For transactions with a BALANCE_TYPE of 'Encumbrance', the
amount of encumbered funds (encumbrance sources may be Salary Management,
Purchasing, Payables, etc.) for the COA_ACCOUNT for the transaction. Encumbered
funds have been set aside but have not yet been spent for a specific planned,
approved expenditure. This column will be populated with 0 for Actual
and Budget balance types.
Values:
-999,999,999,999,999,999.99 to
999,999,999,999,999,999.99
|
| EXTRACT_DATE
Indexed - yes
Format - date (7)
May be null? yes
|
The date the GL_DETAIL record was extracted from BEN Financials
and loaded into the Data Warehouse. In Business Objects, it is displayed
as specified in the desktop operating system settings. It is recommended
that users specify a format including 4 digits for the year. (To specify
the date format in Windows, use the Control Panel's Regional Settings,
selecting the Date tab and specifying the Short date style. On the Macintosh,
use the Date & Time Control Panel.)
Values:
List of values not available.
|
| FISCAL_MONTH_SEQ
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
|
| FISCAL_YEAR
Indexed - yes
Format - char (4)
May be null? yes
|
The financial year in which the ACCOUNTING_PERIOD falls.
Penn's fiscal year begins July 1 of one calendar year and ends June 30
of the next calendar year.
Example: 2000 (fiscal year that began July 1, 1999, and ended June
30, 2000)
Values:
List of values not available.
|
| HOLD_INDICATOR
Indexed - no
Format - varchar2 (1)
May be null? yes
|
Indicates whether the invoice is on user hold. Populated
for Purchasing and Payables transactions only; null for all other transactions.
Values:
Y
N
|
| INVOICE_DESCRIPTION
Indexed - no
Format - varchar2 (240)
May be null? yes
|
Contains invoice number and purchase order number for Purchasing
and Payables transactions for certain vendors and ProCard transactions.
Null for all other transactions.
Values:
List of values not available.
|
| INVOICE_ID
Indexed - no
Format - number (15)
May be null? yes |
The unique BEN Financials identifier for an invoice. When
counting invoices, be sure to count by this column in order to capture
all invoices that meet your criteria (since the INVOICE_NUMBER may be
duplicated among different vendors). Populated for Purchasing and Payables
transactions only; null for all other transactions.
Values:
List of values not available.
|
| INVOICE_NUMBER
Indexed - yes
Format - varchar2 (100)
May be null? yes
|
The vendor's invoice number. This is not a unique identifier,
as multiple vendors may use the same invoice numbers. For a unique identifer
of an invoice within BEN Financials, refer to INVOICE_ID. Populated for
Purchasing and Payables transactions only; null for all other transactions.
Values:
List of values not available.
|
| JE_HEADER_ID
Indexed - yes
Format - number (15)
May be null? yes
|
The unique identifier (within BEN Financials) for the journal
entry header.
Values:
List of values not available.
|
| JOURNAL_BATCH_NAME
Indexed - yes
Format - varchar2 (100)
May be null? yes
|
For most transactions, identifies the journal batch. Ths
column will be null for Salary Management encumbrances and Custom/Mass
Allocation actual transactions.
Examples: PRLPAY 001 19990618 PRL_PAYROLL 1351395: A; CJE: Purchasing
1310469: E
Values:
List of values not available.
|
| JOURNAL_CATEGORY
Indexed - yes
Format - varchar2 (25)
May be null? yes |
The category of the journal entry.
Examples: Feeder, Purchase Invoices, SAL-MGMT, Allocation
Values:
List of values not available.
|
| JOURNAL_LINE_DESC
Indexed - no
Format - varchar2 (240)
May be null? yes |
The description from the General Ledger journal entry line.
Values:
List of values not available.
|
| JOURNAL_LINE_NUMBER
Indexed - no
Format - number
May be null? yes
|
The number of the General Ledger journal entry line.
Values:
List of values not available.
|
| JOURNAL_SOURCE_NAME
Indexed - yes
Format - varchar2 (25)
May be null? yes
|
The source of data for the journal entry.
Examples: PRL_ENCUMBER, MassAllocation, Manual, TELECOMM, Purchasing
Values:
List of values not available.
|
| JOURNAL_USER_NAME
Indexed - no
Format - varchar2 (100)
May be null? yes
|
The BEN Financials user name of the user that created the
journal header.
Values:
List of values not available.
|
| LINE_USER_NAME
Indexed - no
Format - varchar2 (100)
May be null? yes
|
The BEN Financials user name of the user that created the
journal line entry.
Values:
List of values not available.
|
| MONTH
Indexed - yes
Format - char (2)
May be null? yes
|
The number that identifies the calendar month (or accounting
period).
Example: 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
|
| OPERATING_BUDGET_AMOUNT
Indexed - no
Format - number (20,2)
May be null? yes
|
For most transactions with a BALANCE_TYPE of 'Budget', the
amount of the operating budget dollars for the COA_ACCOUNT for the transaction.
When aggregating this column by COA_ACCOUNT for all transactions for the
accounting period, the sum should equal the OPER_BUDGET_MONTH balance
for the same period for the COA_ACCOUNT in the BALANCES table. This column
will be populated with 0 for Actual and Encumbrance balance types.
Values:
-999,999,999,999,999,999.99 to
999,999,999,999,999,999.99
|
| ORIGINAL_BUDGET_AMOUNT
Indexed - no
Format - number (20,2)
May be null? yes
|
For certain transactions with a BALANCE_TYPE of 'Budget',
the amount of the original budget dollars for the COA_ACCOUNT for the
transaction. This column will populated with 0 in most cases, as Original
Budget entries are typically made via a Planning data load to BEN Financials,
rather than via journal entry. This column will be populated with 0 for
Actual and Encumbrance balance types.
Values:
-999,999,999,999,999,999.99 to
999,999,999,999,999,999.99
|
| PAID_INDICATOR
Indexed - no
Format - varchar2 (1)
May be null? yes
|
Indicates whether the invoice was paid. Populated for Purchasing
and Payables transactions only; null for all other transactions.
Values:
Y
N
|
| PO_HEADER_ID
Indexed - no
Format - number (20)
May be null? yes
|
The internal BEN Financials identifier for the purchase
order. Populated for Purchasing and Payables transactions only; null for
all other transactions.
Values:
List of values not available.
|
| PO_NUMBER
Indexed - yes
Format - varchar2 (30)
May be null? yes
|
The unique identifier for the purchase order. Populated
for Purchasing and Payables transactions only; null for all other transactions. GL_DETAIL does not provide consistently accurate PO numbers for Encumbrance details. For non-Payroll encumbrance details, refer to BEN Financials reports.
Values:
List of values not available.
|
| QUARTER_SEQ
Indexed - no
Format - char (1)
May be null? yes
|
The quarter of the fiscal year in which the ACCOUNTING_PERIOD
falls.
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)
|
| SEQUENCE_PK
Indexed - yes
Format - number (9)
May be null? no
|
The unique identifier for a row in the GL_DETAIL table.
Values:
List of values not available.
|
| SPECIAL_BUDGET_AMOUNT
Indexed - no
Format - number (20,2)
May be null? yes
|
For select transactions with a BALANCE_TYPE of 'Budget',
the amount of the special budget for the COA_ACCOUNT for the accounting
period. When aggregating this column by the COA_ACCOUNT for all transactions
for the accounting period, the sum should equal the SPECIAL_BUDGET_MONTH
balance for the same period for the COA_ACCOUNT in the BALANCES table.
This column will be populated with 0 for Actual and Encumbrance balance
types.
Values:
-999,999,999,999,999,999.99 to
999,999,999,999,999,999.99
|
| TRANSACTION_DATE
Indexed - yes
Format - date (7)
May be null? yes
|
The date the journal transaction was created, for all transactions
other than Salary Management encumbrances and Custom/Mass Allocation transactions,
for which it would be null. In Business Objects, it is displayed as specified
in the desktop operating system settings. It is recommended that users
specify a format including 4 digits for the year. (To specify the date
format in Windows, use the Control Panel's Regional Settings, selecting
the Date tab and specifying the Short date style. On the Macintosh, use
the Date & Time Control Panel.)
Values:
List of values not available.
|
| VENDOR_NAME
Indexed - yes
Format - varchar2 (80)
May be null? yes
|
For a Purchasing or Payables transaction, the name of the
vendor. Null for all other transactions.
Values:
List of values not available.
|
| VENDOR_NUMBER
Indexed - yes
Format - varchar2 (15)
May be null? yes
|
For a Purchasing or Payables transaction, the unique BEN
Financials identifier for the vendor. Null for all other transactions.
Values:
List of values not available.
|
