Table Definitions

Data Tables

GL_Dictionary

Data fields are from the data dictionary:

GLSegment_Code

Prints the numerical code of the 'defined' GL segment

GLSegment_Desc

Prints the description of the 'defined' GL segment

GLSegment_Code_and_Desc

Prints the code and description of the 'defined' GL segment

GLSegment_Abbr

Prints the abbreviated description of the defined GL segment

GLSegment_Alt

Prints the alternate description of the defined GL segment

GLSegment_1_Digit_Code

Prints and summarizes the code up to the first digit of the GL segment. The program will extend the size of the revised level with zeros.

GLSegment_1_Digit_Desc

Prints and summarizes the code up to the first digit of the GL segment. The program will extend the size of the revised level with zeros and attempt to find a description for this value in the dictionary.

GLSegment_1_Digit_Code_and_Desc

Prints and summarizes the code and description up to the first digit of the GL segment. The program will extend the size of the revised level with zeros and attempt to find a code and description for this value in the dictionary.

GLSegment_2_Digit_Code

Prints and summarizes the code up to the second digit of the GL segment. The program will extend the size of the revised level with zeros.

GLSegment_2_Digit_Desc

Prints and summarizes the code up to the second digit of the GL segment. The program will extend the size of the revised level with zeros and attempt to find a description for this value in the dictionary.

GLSegment_2_Digit_Code_and_Desc

Prints and summarizes the code and description up to the second digit of the GL segment. The program will extend the size of the revised level with zeros and attempt to find a code and description for this value in the dictionary.

Alias_Dictionary

Data fields are from the alias dictionary:

AliasSegment_Code

Prints the numerical code of the 'defined' alias segment

AliasSegment_Desc

Prints the description of the 'defined' alias segment

AliasSegment_Code_and_Desc

Prints the code and description of the 'defined' alias segment

AliasSegment_Alt

Prints the alternate description of the defined alias segment

AliasSegment_1_Digit_Code

Prints and summarizes the code up to the first digit of the alias segment. The program will extend the size of the revised level with zeros.

AliasSegment_1_Digit_Desc

Prints and summarizes the code up to the first digit of the alias segment. The program will extend the size of the revised level with zeros and attempt to find a description for this value in the dictionary.

AliasSegment_1_Digit_Code_and_Desc

Prints and summarizes the code and description up to the first digit of the alias segment. The program will extend the size of the revised level with zeros and attempt to find a code and description for this value in the dictionary.

AliasSegment_2_Digit_Code

Prints and summarizes the code up to the second digit of the alias segment. The program will extend the size of the revised level with zeros.

AliasSegment_2_Digit_Desc

Prints and summarizes the code up to the second digit of the alias segment. The program will extend the size of the revised level with zeros and attempt to find a description for this value in the dictionary.

AliasSegment_2_Digit_Code_and_Desc

Prints and summarizes the code and description up to the second digit of the alias segment. The program will extend the size of the revised level with zeros and attempt to find a code and description for this value in the dictionary.

GL_Selection

GL_Period

To define a valid period to process a report. Period selection may be based on either a single period or a range.

Include_Budget_Items

This field causes the selection program to include/exclude GL Accounts that are marked as Budget Accounts - Enter 'Y' to select Budget accounts, 'N' if you do not want to select Budget accounts

Include_Rev_Exp_Items

Enter 'Y' to select all GL accounts marked as Revenue/Expense or 'N' if you do not want to select Revenue/Expense accounts

Include_Locked_GLs

Enter 'Y' to include locked accounts, 'N' to exclude locked accounts from the report

Include_Deleted_GLs

Enter 'Y' to include accounts that are soft deleted, 'N' to exclude all soft deleted accounts from the report

Include_Other_GLs

Enter 'Y' to select all other GL accounts (i.e. Asset/Liability) or 'N' to exclude all other GL accounts.

Zero_Suppression

A detailed reporting line is zero suppressed if all the fields defined for that record have a zero balance.

GL_Selection_Criteria

GL selection criteria is used to select specific sets of GL accounts for processing by specifying start and end codes for various dictionary elements contained in the GL account

Simulate_Month_End

Simulate a GL month end to present the accounting values as if month end has been run. It is recommended that this field always be defined as 'Yes'

General_Ledger

Data fields are from GL Account Additions:

Year

The Fiscal GL Year

GL_Account_Number

The full GL Account Number not separated by dashes

Formatted_GL_Account_

The full formatted GL Account Number separated by dashes

GL_Acct_No_and_Desc

The full GL Account Number not separated by dashes, including GL account description or the abbreviated descriptions from the dictionary.

GL_Description

The GL account description or the abbreviated descriptions from the dictionary.

Alias

The full Alias code not separated by dashes

Formatted_Alias

The full Alias code separated by dashes

Parent_GL_Acct_No

The full Parent Account Number not separated by dashes

Formatted_Parent_GL

The full Parent Account Number separated by dashes

Factor_1

The fields FACTOR 1, FACTOR 2 and FACTOR 3 allow you to store static information on the GL record. These can be accessed and used in financial reporting. They can be used to maintain simple statistical information desirable for use in reporting per unit values based on dividing the statistical unit into dollar or budget costs

Factor_2

The fields FACTOR 1, FACTOR 2 and FACTOR 3 allow you to store static information on the GL record. These can be accessed and used in financial reporting. They can be used to maintain simple statistical information desirable for use in reporting per unit values based on dividing the statistical unit into dollar or budget costs

Factor_3

The fields FACTOR 1, FACTOR 2 and FACTOR 3 allow you to store static information on the GL record. These can be accessed and used in financial reporting. They can be used to maintain simple statistical information desirable for use in reporting per unit values based on dividing the statistical unit into dollar or budget costs

One_Hundred

The number one hundred for use in formulas.

GL_Budget_Fields

Budget fields are taken from the budget database and include original, annual, and prorated balances as well as budget entries posted from the Budgetary Planning System (BPS).

Original_Budget

The original budget, entries flagged with a source code of BO.

Annual_Budget

The annual budget including original, revisions and transfers made to date - entries flagged with a source code of BO, BR or TR.

Budget_to_Date

Revised periodic budget up to the period specified when running the report

Sel_Per_Budget

Revised periodic budget for the selected period.

Sel_Per_-1_Budget

Revised periodic budget for one year prior to the selected period.

Cur_Per_Budget

The budget for the current period defined in the Master Profile.

Cur_Per_-1_Budget

The Budget for one year prior to the current period defined in the Master Profile.

Temporary_Budget

The temporary budget amount.

Temporary_Budget_BPS

Provisional_Budget

The provisional budget amount.

Preliminary_Budget

The preliminary budget amount from BPS.

Start_Period_Budget

The budget balance as at the beginning of the start period entered

Period_01_Budget

Budget for a specified period

Period_02_Budget

Budget for a specified period

Carry_Forward_Budget

A run time value calculated by reading the budget transactions for the current year and searching for 'C/FWD' in the budget transaction description. Transaction amounts are accumulated and stored in this variable. You must do the report arithmetic to remove this amount from the total budget for the account or to present this & other budget values so that the report is not misleading. Use this variable if you bring forward budgets and need to show them separated on your financial reports.

CF_Budget_to_Date

CF_Prior_Period_Budget

GL_Expenditure_Fields

Opening_Expenditure

Total expenditures recorded as of the end of the last completed month-end.

Current_Expenditure

Total expenditures posted to the system BUT NOT yet processed through a month-end. This could reflect more than one month's transactions.

Annual_Expenditure

Total expenditures recorded in the fiscal year as of the last completed month-end.

Expenditure_to_Date

Total expenditures recorded in the fiscal year up to and including the period specified when running the report.

YTD_Expenditure

The opening balance as stored in the GL file. This is the sum of the accounting periods that have been closed to date, plus any balance brought forward from prior years in the case of asset and liability accounts.

Sel_Per_Expenditure

Total expenditures for the selected period.

Sel_Per_-1_Expenditure

Total expenditures for one year prior to the period selected. This is the sum of all transactions for the selected period.

Cur_Per_Expenditure

The expenditure for the current period defined in the Master Profile.

Cur_Per_-1_Expenditure

The expenditure for one year prior to the current period defined in the Master Profile. This is the sum of all transactions for the single period.

Start_Per_Expenditure

The opening balance for the start period selected. Does not include balances brought forward from prior year.

Period_01_Expenditure

Expenditures for a specified period

Period_02_Expenditure

Expenditures for a specified period

Period_03_Expenditure

Expenditures for a specified period

Period_04_Expenditure

Expenditures for a specified period

Period_05_Expenditure

Expenditures for a specified period

Period_06_Expenditure

Expenditures for a specified period

Period_07_Expenditure

Expenditures for a specified period

Period_08_Expenditure

Expenditures for a specified period

Period_09_Expenditure

Expenditures for a specified period

Period_10_Expenditure

Expenditures for a specified period

Period_11_Expenditure

Expenditures for a specified period

Period_12_Expenditure

Expenditures for a specified period

Period_13_Expenditure

Expenditures for a specified period

GL Commitments

OPEN_COMMITMENT

Total commitments recorded as of the end of the last completed month-end.

CURRENT_COMMITMENT

The current balance for commitments.

ANNUAL_COMMITMENT

Annual commitment balance as calculated by adding the values for accounting periods 01 - 13.

COMMITMENT_TO_DATE

Total commitments recorded in the fiscal year up to and including the period specified when running the report.

YTD_COMMITMENT

The opening balance as stored in the GL file. This is the sum of the accounting periods that have been closed to date, plus any balance brought forward from prior years.

SEL_PER_COMMITMENT

Total commitments for the selected period.

SEL_PER_-1_COMMITMENT

Total commitments for one year prior to the selected period.

CUR_PUR_COMMITMENT

The commitments for the current period defined in the Master Profile.

CUR_PUR_-1 _COMMITMENT

The commitments for one year prior to the current period defined in the Master Profile. This is the sum of all transactions for the single period.

START_PER_COMMITMENT

The opening balance for the start period selected. Does not include balances brought forward from prior year.

PENDING_REQ_AMOUNT

The Pending Requisition amount.

CAPITAL_PLAN_AMOUNT

The value of educational capital entries if you are using the EDCAP subsystem.

PERIOD_01_COMMITMENT

Commitments for the period specified

PERIOD_02_COMMITMENT

Commitments for the period specified

PERIOD_03_COMMITMENT

Commitments for the period specified

PERIOD_04_COMMITMENT

Commitments for the period specified

PERIOD_05_COMMITMENT

Commitments for the period specified

PERIOD_06_COMMITMENT

Commitments for the period specified

PERIOD_07_COMMITMENT

Commitments for the period specified

PERIOD_08_COMMITMENT

Commitments for the period specified

PERIOD_09_COMMITMENT

Commitments for the period specified

PERIOD_10_COMMITMENT

Commitments for the period specified

PERIOD_11_COMMITMENT

Commitments for the period specified

PERIOD_12_COMMITMENT

Commitments for the period specified

PERIOD_13_COMMITMENT

Commitments for the period specified

GL Status Fields

BUDGET_YN

This field causes the selection program to include/exclude GL accounts that are marked as Budget Accounts

DELETED_YN

This field causes the selection program to include/exclude GL accounts that are marked as Deleted Accounts

LOCKED_YN

This field causes the selection program to include/exclude GL accounts that are marked as Locked Accounts

REV_EXP_YN

This field causes the selection program to include/exclude GL accounts that are marked as Revenue/Expense Accounts

CONTROL_YN

This field causes the selection program to include/exclude GL accounts that are marked as Control Accounts

PARENT_YN

This field causes the selection program to include/exclude GL accounts that are marked as Parent Accounts

REV_PARENT_YN

This field causes the selection program to include/exclude GL accounts that are marked as Rev/Parent Accounts

RESTRICTED_YN

This field causes the selection program to include/exclude GL accounts that are marked as Restricted Accounts

CAPTITAL_YN

This field causes the selection program to include/exclude GL accounts that are marked as Capital Accounts

SECOND_VENDOR_YN

This field causes the selection program to include/exclude GL accounts that are marked as GL's that require a Secondary Vendor be entered for the GL During Invoice Entry

FIXED_ASSET_YN

This field causes the selection program to include/exclude GL accounts that are marked as Fixed Asset Accounts

PAYROLL_YN

This field causes the selection program to include/exclude GL accounts that are marked as Payroll Accounts

Journal Entry

ENTRY_DATE

The date the transaction was entered in the system. (DD-MMM-YYYY)

BATCH_NUMBER

The BAS Batch number used to enter the Journal Entry

PERIOD_NO

The period the Journal Entry was entered

INVOICE_NO

The Invoice # related to Journal Entry

ORDER_NO

The PO # related to Journal Entry

SOURCE_CODE

The data entry module source code, for example 'IE' for Invoice Entry, 'PO' for PO Entry

COMMIT_AMT

The commitment amount for each Journal Entry

EXPENSE_AMT

The expense amount on the Journal Entry.

REFERENCE

The first 50 characters of the invoice reference field.

INVOICE_PAYMENT_DATE

The date the cheque was issued.

INVOICE_CHEQUE_NO

The cheque number relating to the journal entry.

INVOICE_DESC

The 27 character description stored on each Journal Entry.

Sub Ledger

SIMULATE_MONTH_END

Simulate a GL month end to present the accounting values as if month end has been run. It is recommended that this field always be defined as 'Yes'

ZERO_SUPPRESSION

A detailed reporting line is zero suppressed if all the fields defined for that record have a zero balance.

SL_PERIOD

To define a valid period to process a report. Period selection may be based on either a single period or a range.

SL_CONTROL_PREFIX

The 1 or 2 digit sub-ledger control/prefix code.

SL_CONTROL_PREFIX_DESCRIPTION

The 1 or 2 digit sub-ledger control/prefix name.

LEVEL_1

The level 1 subledger code. The sub-ledger level 1 and level 2 account can consist of up to 6 or 7 digits combined. They may be broke down into two sub-section to allow for sub-total reporting. 

LEVEL_2

The level 2 subledger code. The sub-ledger level 1 and level 2 account can consist of up to 6 or 7 digits combined. They may be broke down into two sub-section to allow for sub-total reporting. 

YEAR

The year you wish to process the sub-ledger report, the sub-ledger must exist in the year defined.

SL_ACCOUNT_NO

The full sub-ledger account number, including prefix, level 1 and level 2. Can consist of up to a maximum of eight digits in total.

FORMATTED_SL_ACCOUNT_NO

The full sub-ledger account number, including prefix, level 1 and level 2 formatted with dashes separating the levels. Can consist of up to ten characters in total including the dashes.

SL_DESCRIPTION

The sub-ledger account description, or sub-ledger heading.

MATERIAL_GL_ACCOUNT_NO

The valid GL account used as the default posting account, this account can be over-rode at the time of entry.

LABOUR_GL_ACCOUNT_NO

The valid GL account used as the default by the payroll system. If no account is specified, the materials post to account will be used by payroll.

OPENING_EXPENSE_AMOUNT

Total expenditures recorded as of the end of the last completed month-end.

BAL_FWD_OPENING_EXPENSE

The opening expenditure balance brought forward from previous year.

OPENING_COMMITMENT_AMOUNT

Total commitments recorded as of the end of the last completed month-end.

BAL_FWD_OPENING_COMMITMENT

The opening commitment balance brought forward from previous year.

OPEN_UNITS

This option is not implemented in the system and will provide a nil result.

OPENING_BUDGET_AMOUNT

The total budget brought forward into the new year plus budget amount entered in the new year.

CURRENT_EXPENSE_AMOUNT

Total expenditures posted to the system BUT NOT yet processed through a month-end. This could reflect more than one month's transactions.

CURRENT_COMMITMENT_AMOUNT

Total commitments posted to the system BUT NOT yet processed through a month-end. This could reflect more than one month's transactions.

BUDGET_REV_AMT

Option not currently used, budget adjustments are currently entered through Original Budget Entry.

MATERIALS_BUDGET_AMOUNT

Current year material budget entered through Original Budget Entry.

LABOUR_BUDGET_AMOUNT

Current year labour budget entered through Original Budget Entry.

ALERT_CODES

Displays all alert codes associated with the sub-ledger as defined in the SL Alert Code Maintenance database. This field will only display if options #12 and #19 in the User Profile are set to 'Y'.

DEFAULT_ENTRY_CODES

NOT USED

PENDING_REQUISITION_AMOUNT

The pending requisition amount.

TERMINATION_DATE

The date (YYYYMMDD) that his sub ledger number is valid until as defined on the subledger account.

CAPITAL_PLANNING_AMOUNT

The capital planning amount as defined in the

DELETED_YN

This status field will provide a Yes or No response if the subledger has been deleted.

BUDGET_YN

This status field will provide a Yes or No response if the subledger has been flagged to carry a budget.

LOCKED_YN

This status field will provide a Yes or No response if the subledger has been locked so that data may not be entered.

JE_ENTRY_DATE

The date the transaction was entered in the system. (DD-MMM-YYYY)

JE_BATCH_NUMBER

The BAS Batch number used to enter the Journal Entry

JE_PERIOD_NO

The accounting period [YYYYPP].

JE_INVOICE_NO

The Invoice # related to Journal Entry

JE_ORDER_NO

The journal entry reference to the purchase order

JE_SOURCE_CODE

The data entry module source code, for example 'IE' for Invoice Entry, 'PO' for PO Entry

JE_COMMIT_AMT

The sub-ledger commitment amount journalized.

JE_EXPENSE_AMT

The expense amount on the Journal Entry.

JE_REFERENCE

The first 50 characters of the invoice reference field.

JE_INVOICE_PAYMENT_DATE

The date the cheque was issued.

JE_INVOICE_CHEQUE_NO

The cheque number relating to the journal entry.

JE_INVOICE_DESC

The 27 character description stored on each Journal Entry.

JE_GL_ACCT_NO

The full GL Account Number not separated by dashes

JE_FORMATTED_GL_ACCT_NO

The full formatted GL Account Number separated by dashes

PO

ORDER_NO

Purchase order number.

VENDOR_NO

Vendor Number in which the purchase order was created.

VENDOR_NAME

Vendor Name.

BATCH_NO

The BAS Batch number used to enter the purchase order.

DETAIL_YN

This status field will provide a Yes or No response if the purchase order was entered as a detailed purchase order. A No response indicates that the purchase order was entered as a summary purchase order.

LAST_ACTIVITY_BATCH_NUMBER

The last date an entry was processed for this purchase order.

ESTIMATE_AMOUNT

The total purchase order estimate amount.

COMMIT_AMOUNT

The total purchase order commitment amount.

INVOICE_AMOUNT

The total invoices processed against the purchase order to date.

DECOMMIT_AMOUNT

The total amount decommited to date.

ISSUE_DATE

The purchase order issue date.

DUE_DATE

The purchase order due date.

BUYER_CODE

The buyer initial that processed the purchase order.

END_USE

Displays the text entered in the end use field on the purchase order.

DELIVER_TO

The name of the person the goods should be delivered to.

SHIP_INSTRUCTIONS

The shipping instructions provided to the vendor providing the goods.

F.O.B.

Freight on board designation.

TERMS

The pay terms (e.g., net 30).

SHIP_TO_NAME

Ship to name.

SHIP_TO_ADDR1

Ship to first address line.

SHIP_TO_ADDR2

Ship to second address line.

SHIP_TO_ADDR3

Ship to third address line.

SHIP_TO_ADDR4

Ship to fourth address line.

SHIP_TO_ADDR5

Ship to fifth address line, typically used if ATS locations used.

CLOSE_DATE

Date the purchase order was closed.

REGISTER_NO

The five digit register number that is assigned to purchase orders, if the purchase order register method is used to print purchase orders.

ORDER_SUFFIX

always 000001

OVER_BUDGET_YN

This status field will provide a Yes or No response if the system detects that the transactions have caused the general ledger to exceed the budget balance available.

INVOICED_YN

This status field will provide a Yes or No response if invoice(s) have been processed against the purchase order.

CLOSED_YN

This status field will provide a Yes or No response if the purchase order has been closed.

PRINTED_YN

This status field will provide a Yes or No response if the purchase order has been printed.

REQUISITION_YN

This status field will provide a Yes or No response if the purchase order was created from a requisition entered in atrievePurchasing.

DISTRIB_LIST_YN

This status field will provide a Yes or No response if a distribution list was printed.

COMPRESSED_YN

This status field will provide a Yes or No response if the purchase order has been converted from a detailed purchase order to compressed purchase order in invoice entry.

PO Detail

ORDER_NO

The unique purchase order number.

DETAIL_SUFFIX

always D00

LINE_NO

The three digit detailed distribution line item as entered on the detailed purchase order entry screens.

UNIT_OF_MEASURE

The detailed line unit of measure (e.g., each, dozen, box, etc).

ORDERED_QTY

The detailed line quantity ordered (may be positive or negative).

RECEIVED_QTY

The detailed line quantity received as entered from the atrievePurchasing Receiving Menu.

INVOICED_QTY

The detailed line quantity invoiced.

INVOICE_PRICE

The detailed line invoice price.

ORDER_PRICE

The detailed line order price.

TAX_CODES

Tax code defined on the detailed line item.

LINE_TYPE_CODE

The line type code selected during purchase order entry, L (Line item), D (Description), N (Notes).

LINE_TYPE_DESC

The line type code selected during purchase order entry, L (Line item), D (Description), N (Notes).

CONVERSION_FACTOR

For inventoried stock items when the issue unit is different from the purchase unit. The number of issue units in each purchase unit. Also, see STOCK.CONV_FACTOR

TAX_AMT

Tax amount calculated based on the tax code(s) selected.

DISTRIBUTION_TYPE_CODE

The distribution type code selected for multiple distribution method, Q (Quantity), D (Dollar), or P (Percentage).

ORDER_DESC

The detailed purchase order line item description.

STOCK_NO

The inventory stock item number, this field is restricted to those customer's using the Warehouse Inventory System.

PART_NO

The manufacturer's part number pertaining to the stock number.

CLOSED_YN

This status field will provide a Yes or No response if the purchase order has been closed.

DELETED_YN

This status field will provide a Yes or No response if the purchase order has been deleted.

DET_GL_ACCT_NO

The detailed line item general ledger account number.

DET_SL_ACCT_NO

The detailed line item sub-ledger account number.

DET_ORIGINAL_AMOUNT

The detailed line item original commitment amount.

DET_DECOMMIT_AMOUNT

The detailed line item decommited amount.

DIST_NO

The multiple distribution line item number.

DIST_REQUISITION_NO

The multiple distribution requisition number reference.

DIST_QUANTITY

The multiple distribution by quantity amount.

DIST_PERCENT

The multiple distribution by percentage amount.

DIST_AMOUNT

The multiple distribution by dollar amount.

DIST_ISSUE_QUANTITY

The multiple distribution issue quantity amount.

DIST_REQUISITION_DATE

The multiple distribution requisition date.

Stock

STOCK_NO

The alpha-numeric code that uniquely identifies this stock item.

COMMODITY_CODE

The valid commodity code as defined in the commodity code database.

INVENTORY_CODE

The valid inventory code as defined in the inventory code database.

CATEGORY_CODE

The stock item 'TYPE', and is used to distinguish between inventoried and non-inventoried stock items.

BUYER_CODE

This field is updated in purchasing and represents the last buyer to purchase this particular stock item.

TAX_CODE

The tax codes applied during stock file additions.

PURCHASE_MEASURE

The unit of measure the items were to be purchased in, e.g., each, box, case.

PURCHAS_UPM

This field represents the purchase units per measure or the number of individual units that comprise the purchase measure e.g., 1.00 (each), 12.00 (case).

ISSUE_MEASURE

The unit of measure the items were issued from the warehouse, e.g., each, box, and case.

ISSUE_UPM

This field represents the issue units per measure or the number of individual units that comprise the issue measure e.g., 1.00 (each), 12.00 (case).

CONV_FACTOR

The conversion factor will be calculated automatically by the system as the purchase UPM divided by the issue UPM. This is used to convert the purchase measure to the issue measure for accurate inventory count.

COST_PRICE

Cost price of the stock item.

ISSUE_PRICE

The issue price calculated automatically by the system using the cost price multiplied by the default warehouse markup.

NEXT_COST_PRICE

The next cost field is only available if standard costing in in effect. Used in conjunction with the Create New Standard Cost program to update the cost to the next cost for all stock items in the system.

CATALOGUE_DESC

The short form catalogue description of the stock item, maximum of 71 characters.

PRODUCT_DESC

The full description of the stock item.

PREF_VENDOR_NO

Preferred Vendor number for determining contract price

ASSET_ID

Asset number used for integration with 3rd party Maintenance Management systems

DELETED_YN

This status field will provide a Yes or No response indicating if the stock item has been deleted.

Invoice

ORDER_NO

Purchase order number to which the invoice was applied.

APR_NO

The four digit accounts payable register number in which the invoice was p

PAYABLE_TYPE_CODE

The payable type code applied to the invoice, automatically applied based on the batch type code used during entry. However, can be overrode within invoice changes.

VENDOR_NO

Vendor number to which the invoice was entered. Can consist of up to 10 alpha-numeric characters.

VENDOR_NAME

Vendor name to which the invoice was entered. Can consist of up to 40 alpha-numeric characters.

INVOICE_NO

Invoice number, can be up to 14 alpha-numeric characters.

INVOICE_TYPE_CODE

A one digit code that references the invoice type. Types consist of M (Manual Cheques), C (Credit Notes), I (Invoice), * (Suspend invoice from payment), @ (Invoices are on receiving hold).

INVOICE_DESCRIPTION

Invoice reference data/comment about the invoice.

CHEQUE_NO

The 10 digit system generate cheque number assigned upon processing of a final cheque register.

INVOICE_AMOUNT

The total amount shown on the invoice, including taxes.

PAID_AMOUNT

The total amount paid.

PRE_GST_AMOUNT

The total amount of the invoice, before taxes.

GST_AMOUNT

The GST amount as shown on the invoice.

GST_REBATE_AMOUNT

The amount of GST rebate calculated based on the tax code selected.

DISCOUNT_AMOUNT

The invoice discount amount.

DISCOUNT_PERCENT

The discount percent in which the discount was calculated.

LAST_PAYMENT_AMOUNT

Last payment amount issued on the invoice, indication of full/partial payment.

FOREIGN_EXCH_AMOUNT

The amount of foreign exchange calculated based on the foreign exchange type code applied to the vendor, and the rate defined in the foreign exchange table.

BATCH_NO

The batch number in which the invoice was entered.

DUE_DATE

The due date defined during invoice entry, typically defined as 30 days past the invoice date.

INVOICE_DATE

The date defined during invoice entry, most often the actual date on the invoice.

ENTRY_DATE

The date the invoice was entered into the system.

PAYMENT_DATE

The date the invoice was processed on a final cheque register.

SUFFIX_CODE

The two digit suffix code is a unique transaction type/number and can be found on the inquiry screen directly following the invoice number, it increments each time the invoice has been processed through entry, changes, deletions, and transfers.

WEB_TASK_ID

Defined on invoices created using new web programs. Provides the information needed to link back to the original web entry form.

WEB_FORM

Not used in FRW.

LINK_TO_UPLOADED_DOCS

Not used in FRW.

LINK_TO_UPLOADED_DOCS_ALWAYS

Not used in FRW.

LINK_TO_IMAGE_AND_NUMBER_OF_DOCS

Not used in FRW.

LINK_TO_NUMBER_OF_DOCS

Not used in FRW.

NEW_YN

This status field will provide a Yes or No response if the invoice has recently been entered, but has not yet been processed on an accounts payable register or final cheque register.

TAX_REPORTABLE_YN

This status field will provide a Yes or No response if the invoice is flagged as tax reportable (e.g., to be issued a T4A or 1099).

OVER_BUDGET_YN

This status field will provide a Yes or No response if the invoice entered created an over budget situation to the general ledger account entered.

FOREIGN_EXCHANGE_YN

This status field will provide a Yes or No response if the invoice has foreign exchange calculated based on the foreign exchange type code applied to the vendor.

MANUAL_INVOICE_YN

This status field will provide a Yes or No response if the invoice was entered using the manual invoice module.

PAID_YN

This status field will provide a Yes or No response if the invoice has been processed on a final cheque register.

CLOSED_YN

This status field will provide a Yes or No response if the purchase order was closed during invoice entry.

IN_PROCESS_YN

This status field will provide a Yes or No response if the invoice is currently selected on an accounts payable register, but not yet processed on a final cheque register.

DELETED_YN

This status field will provide a Yes or No response if the invoice has been deleted.

TRANSFERRED_YN

This status field will provide a Yes or No response if the invoice has been transferred to another vendor.

DISCOUNT_AMT_YN

This status field will provide a Yes or No response if the invoice has a discount calculated.

ATTACHMENTS_YN

This status field will provide a Yes or No response if the invoice has attachments based on the status field on the vendor file.

Cheque

BANK_CODE

The 4 digit alpha-numeric code to identify each bank account.

BANK_NAME

Bank name defined on the bank code.

CHEQUE_NO

The 10 digit system generated cheque number assigned upon processing of a final cheque register. Consists of the 4 digit identifier and the 6 digit cheque number (e.g., 0MAN 123456).

PAYABLE_TYPE_CODE

The payable type code applied to the invoice, automatically applied based on the batch type code used during entry. However, can be over-rode within invoice changes.

VENDOR_NAME

Vendor name to which the cheque was issued. Can consist of up to 40 alpha-numeric characters.

VENDOR_NO

Vendor number to which the cheque was issued. Can consist of up to 10 alpha-numeric characters.

CHEQUE_AMOUNT

The total amount of the cheque issued.

CHEQUE_TYPE_CODE

Identifies the process used to create the cheque. (M=Manual Cheque, O=On Line Cheque, P=APR)

MICR_NO

The MICR number consists of 10 characters, the system will auto apply a number in the following format M000001234. Micro processing will replace this number with the control number on the cheque.

PERIOD_NO

The Fiscal Period the cheque was recorded into

ISSUE_DATE

The date the cheque was processed through a final cheque register.

APPROVAL_DATE

Not used, currently set to the Issue Date

RETURN_DATE

The date the cheque cleared the bank as per the bank statement.

CANCEL_DATE

The date the cheque was cancelled in the system.

NEW_YN

The status field will return a result of Yes or No if the cheque has not been cleared/returned by the bank.

RETURNED_YN

This status field will provide a Yes or No response if the cheque return date has been entered in the system.

MANUAL_YN

This status field will provide a Yes or No response if the cheque was entered from the Manual Cheque Entry module.

CANCELLED_YN

This status field will provide a Yes or No response if the cheque has been cancelled.

DISB_EXPORT_YN

This status field will provide a Yes or No response if this cheque has been exported via the disbursement auditor system.

DISB_RETURN_YN

This status field will provide a Yes or No response if this cheque has been flagged as returned through via the disbursement auditor master file.

Cheque Detail

BANK_CODE

The 4 digit alpha-numeric code to identify each bank account.

CHEQUE_NO

The 10 digit system generate cheque number assigned upon processing of a final cheque register. Consists of the 4 digit identifier and the 6 digit cheque number (e.g., 0MAN 123456).

PAYABLE_TYPE_CODE

The payable type code applied to the invoice, automatically applied based on the batch type code used during entry. However, can be overrode within invoice changes.

VENDOR_NO

Vendor number to which the cheque was issued. Can consist of up to 10 alpha-numeric characters.

INVOICE_NO

Invoice number, can be up to 14 alpha-numeric characters.

SUFFIX_CODE

The two digit suffix code is a unique transaction type/number and can be found on the inquiry screen directly following the invoice, it increments each time the invoice has been processed through entry, changes, deletions, and transfers.

GROSS_PAID_AMOUNT

The gross amount paid per invoice, reported on the cheque stub.

NEW_YN

This status field will provide a Yes or No response if the cheque has not been cleared/returned by the bank.

Vendor

VENDOR_NO

Vendor number assigned in the vendor file.

VENDOR_NAME

Vendor name, can be up to 40 characters.

ADDRESS 1

Vendor first address line.

ADDRESS_2

Vendor second address line.

ADDRESS_3

Vendor third address line.

CITY

Vendor city.

PROVINCE_CODE

Vendor province.

COUNTRY_CODE

Vendor country.

POSTAL_CODE

Vendor postal code.

PHONE_NO

The default phone number defined on the vendor file.

FAX_NO

The default fax number defined on the vendor file.

EMAIL_ADDRESS

The default email address defined on the vendor file.

CREATION_DATE

The date the vendor was added to the vendor file.

LAST_ACTIVITY_DATE

The last date where purchase order or invoice entry was entered for this vendor.

CLASS_CODE

The vendor class code assigned to the vendor. Valid class types are F (Full usage vendor), P (Purchasing vendor), S (Shipping vendor), T (Temporary vendor).

TYPE_CODE

The two digit vendor type code assigned to the vendor. The unique type codes are FL (Full usage vendor), PO (Purchasing vendor), TM (Temporary vendor), SH (Shipping Vendor), 99 (Miscellaneous vendor). The vendor type can also be user defined e.g., EM (employee vendor).

LOCATION_CODE

The location code for this vendor for use in conjunction with the Tender Control System in POM.

PAY_TO_VENDOR_NO

The pay-to vendor number applied to the vendor. All payments will be issued to the 'pay-to' vendor.

PAYMENTS_TERMS

The standard payment terms for the vendor. Maximum of 10 alpha-numeric characters can be defined.

FOB

The standard FOB point for the vendor.

SHIP_INSTRUCTIONS

The standard shipping instructions for the vendor. Maximum of 30 alpha-numeric characters can be defined.

CONTACT_NAME

Enter the contact name for the vendor. 

SERVICE_DESC

A description of the type of service provided by this vendor. Can be up to 30 characters.

GST_REGISTRATION_NO

The vendor's GST registration number, can be up to 15 alpha-numeric characters.

ALT_SORT_CODE

The alternate sort key defined, if the Vendor Sort Key is activated in the User Profile.

ALT_LOCATION_DESC

Employee Update from Payroll' will load the employee's assigned location code into this field.

SECONDARY_VENDOR_YN

This status code will provide a Yes or No response if invoices against this vendor should always be disbursed to another vendor.

NOTES

Additional information pertaining to the vendor, maximum of 120 characters can be defined. Also used to initiate a warning message to entry clerks using this vendor.

T4_1099_CODE

The vendor's tax registration number can be up to 10 digits (social insurance or social security number).

EFT_PAYMENTS_YN

The status field will return a result of Yes or No if payments are to be made by EFT.

BANK_CODE

The vendor's 4 digit bank number, defined for the purpose of processing payment by EFT.

BANK_TRANSIT_NO

The vendor's 5 digit transit number, defined for the purpose of processing payment by EFT.

BANK_ACCOUNT_NO

The vendor's bank account number.

PAYROLL_UPDATE_YN

This status code will provide a Yes or No response if the vendor has been flagged to update banking and address information from payroll.

PAYROLL_BANK_NO

The bank from which banking information will be updated when the update from payroll is processed (E.g., Bank #1 or Bank #2). 

EFT_NOTIFY_CODE

The defined payment notification method, M (Mail notification), F (Fax notification), E (Email notification).

SECURITY_CODE

The two digit SMS vendor security code.

DELETED_YN

This status code will provide a Yes or No response if the vendor has been flagged as deleted.

PAY_TO_YN

This status code will provide a Yes or No response if the vendor has a Pay-To vendor defined.

INVOICE_ATTACHMENTS_YN

This status code will provide a Yes or No response if the vendor

DISTRICT_ACCOUNT_NO

This field will allow you to define a customer account in the vendor file and report on that field.

Vendor Statistics

VENDOR_NO

The vendor number can be alpha-numeric and a maximum 10 characters.

VENDOR_NAME

The vendor name can be alpha-numeric and a maximum of 40 characters.

YEAR

The year you wish to process the vendor report, or the year in which the vendor was created.

INVOICES_AMOUNT

The total of all invoices for the vendor for the year specified.

PAYMENTS_AMOUNT

The total of all payments made to the vendor for the year specified.

ORDERS_AMOUNT

The total of all purchase orders for the vendor for the year specified.

OUTSTANDING_ORDERS_AMOUNT

The total of all outstanding purchase orders for the vendor.

CHARGED_TO_AMOUNT

If the Secondary Vendor option has been activated, the amount charged to this vendor.

CHARGED_FROM_AMOUNT

If the Secondary Vendor option has been activated, the amount charged from this vendor.

Vendor Audit

VENDOR_NO

The vendor number can be alpha-numeric and a maximum 10 characters.

VENDOR_NAME

The vendor name can be alpha-numeric and a maximum of 40 characters.

AUDIT_DATE

The starting audit date as YYYYMMDD. Only those changes made to the vendor file after the specified start date will display.

AUDIT_TIME

The start time in the 24 hour format HHMM. Only those changes made to the vendor file after the specified date and time will display.

ENTRY_NO

The entry tracking number of the record when an addition, change, or deletion is entered.

FIELD_NAME

The field name of the record where the addition, change or deletion occurred.

PRODUCT_DESC

USER_NAME

The user name of the individual that made the change.

BEFORE_VALUE

The value of the field before the change occurred.

AFTER_VALUE

The value of the field after the change occurred.

PROGRAM_NAME

Indicates the program name where the addition, change or deletion occurred.

CHANGE_TYPE

Tracks the type of change that occurred.

PROCESSED_YN

For integration with 3rd party maintenance management systems

GST

INVOICE_NO

Invoice number used for entry of the document (can be up to 14 alpha-numeric characters).

SYSTEM_NAME

Identifies the system name where the GST record was created. Valid system names are ATS, BAS, BPS, CRS, FAS, MAR, WOS, OPS, POM, and WIS.

BATCH_NO

The batch number in which the GST was entered.

GST_PERCENTAGE

The GST percentage value or factor defined in the tax code database.

GL_ACCT_NO

The valid GL account number for which the charges are recorded for this record.

EXEMPT_PERCENTAGE

The exempt percent amount is supplied from the general ledger account information on existing records. During add mode it is supplied from the general ledger account entered. It may be overridden during the entry process

REBATE_PERCENTAGE

The rebate percentage will be displayed from the selected GL code. In add and change mode you can alter this value during the entry process.

SL_ACCT_NO

The valid sub-ledger account number for which the charges are recorded for this record.

CHARGE_AMOUNT

This is the amount of GST charged to the expense general ledger code. This amount is added to the expense distribution to make up the amount recorded in the journal entry file.

GST_TAX_CODE

The tax table code from the GL account number is displayed. This code can be over-rode in add or change mode during entry.

REBATE_AMOUNT

This is the amount of the rebate to be claimed from Revenue Canada as a result of the rebate percentage applicable to the particular GL.

VENDOR_NO

The vendor, customer or CRS number (used to identify the record for access).

REFUND_AMOUNT

This is the amount that is an input tax credit and will only occur in situations where the account is partially taxable and an input tax credit is appropriate.

INVOICE_GST_AMOUNT

This is the total amount of tax on a given invoice. NOTE: Since there may be multiple GL's attached to a specific invoice, each GST record will show the GST total for the invoice in this field. (Used for reference only.)

GL_GST_AMOUNT

This is the total amount of GST applicable to this account based on the expense amount charged to the particular GL. This is the amount before rebate or ITC deduction (i.e. Account GST = GL charge + rebate + refund).

REGISTER_NO

During the final register run, the GST register number will be stored in the record. This finalizes the record as part of a specific recovery run. Records with register numbers will not be picked up on a future preliminary or final register run.

REVENUE_YN

This status code will provide a Yes or No response if the GST record was created using the Receivables system.

MANUAL_ENTRY_YN

This status code will provide a Yes or No response if the GST record was manually entered.

CHANGED_YN

This status code will provide a Yes or No response if the GST record has been changed.

DELETED_YN

This status code will provide a Yes or No response if the GST record has been deleted.

CREDIT_NOTE_YN

This status code will provide a Yes or No response if the GST record was created by a Credit Note in the Receivables system.

REBATE_CONVERTED_YN

Internal use only

SELF_ASSESSED_YN

This status code will provide a Yes or No response if the GST record was entered as a self-assessed transaction.

GL Formula Fields

Formula fields allow the user to create formula's based on any fields in the database.

FORMULA_01

User defined formula

FORMULA_02

User defined formula

FORMULA_03

User defined formula

FORMULA_04

User defined formula

FORMULA_05

User defined formula

FORMULA_06

User defined formula

FORMULA_07

User defined formula

FORMULA_08

User defined formula

FORMULA_09

User defined formula

FORMULA_10

User defined formula

FORMULA_11

User defined formula

FORMULA_12

User defined formula

Literal Text

Literal fields allow the user to apply user defined literal (your own words) text to the document.

LITERAL_NUMBER_FIELD_01

User defined formula

LITERAL_NUMBER_FIELD_02

User defined formula

LITERAL_NUMBER_FIELD_03

User defined formula

LITERAL_NUMBER_FIELD_04

User defined formula

LITERAL_NUMBER_FIELD_05

User defined formula

LITERAL_NUMBER_FIELD_06

User defined formula

LITERAL_NUMBER_FIELD_07

User defined formula

LITERAL_NUMBER_FIELD_08

User defined formula

LITERAL_NUMBER_FIELD_09

User defined formula

LITERAL_NUMBER_FIELD_10

User defined formula

LITERAL_NUMBER_FIELD_11

User defined formula

LITERAL_NUMBER_FIELD_12

User defined formula

Evaluated Field

An evaluated field (selected as a display field from the Evaluated Field Table) is a way for the report to display user-defined literal text or display a specified field based on data held in another field by using and, or, if statements.

EVALUATED_FIELD_01

User defined formula

EVALUATED_FIELD_02

User defined formula

EVALUATED_FIELD_03

User defined formula

EVALUATED_FIELD_04

User defined formula

EVALUATED_FIELD_05

User defined formula

EVALUATED_FIELD_06

User defined formula

EVALUATED_FIELD_07

User defined formula

EVALUATED_FIELD_08

User defined formula

EVALUATED_FIELD_09

User defined formula

EVALUATED_FIELD_10

User defined formula

EVALUATED_FIELD_11

User defined formula

EVALUATED_FIELD_12

User defined formula

Miscellaneous

RECORD_COUNT

CURRENT_DATE

CURRENT_DATE_AND_TIME

THE_NUMBER_ONE

Yearly GL Tables

Data tables from previous year's, used for multi-year comparative reporting.

E.g., 2012

GENERAL_LEDGER

GL_BUDGET_FIELDS

GL_EXPENDITURE_FIELDS

GL_COMMITMENT_FIELDS

FORMULA_FIELDS