ACR
Custom BC Query found under Reporting Tools > Query > Query Viewer. Complete query name is BC_GL_ACR_STDNT_SLRY. Good for high level view of all Accounts in your dept and can download and analyze in Excel. Updated every 2 hours.
Account
A PeopleSoft Chartfield that tracks Asset, Liability, Net Asset, Revenue, Expense classifications
Actuals Ledger
Actuals is where detailed transactions are stored.
Agreement Order
Purchasing request created as a single order or blanket order if multiple payments are required.
Analysis Groups
One of the most flexible tools for analyzing projects. Used to group analysis types and define relationships among them in order to analyze project costs using PeopleSoft Projects pages, queries, or reports.
Analysis Types
Within the Projects module, Analysis types are assigned to individual resources to identify the different types of transactions such as estimated costs, budgeted amounts, actual costs, and billed costs. Analysis types provide a way to differentiate the different types of transaction
Asset
The entries on a balance sheet showing all properties, both tangible and intangible, and claims against others that may be applied to cover the liabilities of a person or a business. Assets can include cash, stock and inventories.
Blanket Order
A purchase order used to cover multiple purchases
Budget Checking
Process by which the system verifies that funding is available to allow a given transaction to be completed - e.g. budget transfer, encumbrance, pre-encumbrance, expense or revenue actual. Can be done at control or track levels.
Budget Control
Process in commitment control by which transactions are approved and posted only if sufficient funding is available
Budget Details Inquiry
PeopleSoft delivered functionality found under Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details. Provides simple view of Pre encumbrance, encumbrance and available balance. Most useful when multiple dept. administrators process within the same budgets. Live data
Budget Only Accounts (or Rollups)
Account where funding is budgeted for a group of related expense/revenue accounts - e.g. "Supplies" is the Budget Only designation for several types of supply accounts (expendable, functional, computer) that will actually record expenditures. Budget Only
Budget Status
Field on budget journal indicating its current status, e.g. P for posted, E for error, N for not posted
Budget Tracking
Process in commitment control by which transactions are approved and posted only with verification of a valid chartstring value and regardless of budget balance available.
Business Unit
A Business Unit is an entity that maintains it own set of transactions.
Business Unit = EAGLE
Budget Year
Capital Order
Order for an item with a value of $5,000 or more or a University construction project.
ChartFields
Department, Fund, Fund Source, Program, Function, Property, Account are required fields. If no specific values, must be zero-filled on journals.
Chartstring
Combination of chartfields and the level at which accounting charges/credits are applied
ChartField Combination Editing (combo-edit)
When you run the Journal Edit process, it is called the ChartField combination editing process. The ChartField Editing process compares the ChartField combination to the definitions and rules governing ChartField combinations that have been set up. Combinations can be set up as valid or invalid depending on how you set your options.
Child Account
Chart of account value where actuals are expensed
Commitment Control
Module of PS that controls various financial activities based on available budget or other budget rulesets, often referred to as KK
Commitment Control Ledger
The commitment Control Ledger consists of Expense Budgets, Revenue Budgets, Expense Actuals, and Revenue Actuals and enables you to control expenditures against predefined budgets.
Crosswalk
Data table established to facilitate department and account (sub-code) conversion between FAS and PeopleSoft Financials. Transactions created in one system are translated to the corresponding chartstring in the other system.
Crystal Reports
A report development program from Seagate Software. PeopleSoft packages crystal reports with its software as one of its primary reporting tools.
DeptID (Department)
A PeopleSoft Chartfield that tracks academic or administrative units within BC's organizational hierarchy. A DeptID must have an ongoing business purpose, contains positioned employees, has a permanent budget and is assigned physical space.
Drill Down
Return to original source of transaction through various hyperlinks on PeopleSoft screens.
Encumber
Hold funding for a specific purchase order
eProcurement (ePRO)
System used to request a purchase order
Expense Types
Within the Travel/Expense module, the description of the expense selected from a drop down list. Ex. Air travel, meals, parking, postage, hotel/ldoing, reimbursable office expense
Function
A PeopleSoft Chartfield that tracks the functional purpose and activity of expenses and revenues
Fund
A PeopleSoft Chartfield that tracks the global classification of funding source
Fund Source
A PeopleSoft Chartfield that tracks specific sources from operations, sponsors, donors
General Ledger
The General Ledger of the BC is the official record of the College's budgeting and financial transactions. The General Ledger includes budget transactions, revenue and expense transactions, encumbrances, assets, liabilities and fund balances.
General Ledger Group
Ledger group to which a journal will post (Actuals). A ledger stores the posted net activity for a set of ChartField values by accounting period and fiscal year.
HR Account Code
25 digit code used on all PeopleSoft HR system transactions to indicate where accounting charges should be made. Translates to full 32 or 39 digit PeopleSoft Financials chartstring.
Inquiry
Delivered on-line browse
Inter/Intra Unit Transaction
Journal entry between different funds that are balanced by the General Ledger business unit using inter/Intra Unit balancing. BC has defined “Fund” as the balancing ChartField.
Interface
A process that moves data from one system to another.
Journal Entry – Header page
General information within a journal including description, ledger group, source, and common descriptor info.
Journal Lines
Detailed information within a journal including chartstrings, amounts, processing options.
Journal Status
This field represents the current journal status of the journal on a journal entry. Status codes include: N = Edit Required Journal entry has not been edited and therefore, cannot be posted, E = Errors Journal entry has been edited and contains errors, V = Valid Journal entry has passed editing and is ready to be posted, P = Posted Journal entry has been posted to the ledger, U = Unposted Journal entry has been posted, then unposted, M = Model Journal entry is an SJE Model, D = Deleted Related Journal has been deleted – Anchor Journal = U, I = Incomplete Posted Incomplete, T = Journal Incomplete Journal Entry Incomplete – the journal will be bypassed for batch edit, posting, or the budget checking process until you complete your entry and Clear the checkbox.
Ledger
The final book of record in business transactions, in which all debits and credits from the journal, etc., are placed under appropriate heads.
Liability
The financial obligation entered in the balance sheet of a business enterprise.
nVIsion
PeopleSoft's financial reporting tool. It brings together the power of the PeopleSoft Financials database and the flexibility and familiarity of Microsoft Excel.
P1 User
The principal user for each organizational unit at Boston College
P2 User
Department Managers and Staff
Parent Account
Chart of Account value where the budget resides. Child accounts roll up to the Parent Account
PI
Principal Investigator - an individual who is ultimately responsible for the conduct of a sponsored project. This responsibility includes the intellectual conduct of the project, fiscal accountability, administrative organization, and the project's adhere
Permanent Transfer
Permanent realignment of budgetary funds - included in Plan Base for the development of the next fiscal year's budget
PO Voucher
Transaction created to pay an invoice related to a purchase order
Pre-encumber
Holds funding in a requisition state
Program
A PeopleSoft chartfield that tracks Formal (named) and informal activities.
Project/Grant
A PeopleSoft chartfield that tracks sponsored program and capital project activities
Project Type
Capital projects are grouped into clusters called project types. Setting up project types makes it easy to analyze all projects of a certain type. For example, construction projects, information technology, maintenance projects, and capital projects can be assign
Property
A PeopleSoft chartfield that tracks financial activity by building, campus, campus sector, or off-site location
Purchase Order (PO)
A requisition turned into an order for purchase (contract) generated to a vendor.
Query
A PeopleSoft application for graphically looking up financial information. Queries produce raw data results that can be downloaded into Excel and manipulated using sorting, filtering, and Pivot Tables. Queries can be found under the navigation path Reporting Tools > Query > Query Viewer.
Recycle
Marks journal containing an error as invalid and prevents you from posting them. Once you have made the corrections and reedited the journal, you can post the journal successfully.
Remit Address
The address the check need to be mailed to (usually a P.O. Box).
Requisition
Request for a purchase order
Resource Types
With Projects, may be a general or specific classification. For example, a resource type of labor can be created to track total labor costs in a project, or resource types of overtime labor and standard labor can be created to track overtime and standard labor separately
Revised Budget
Current budgeted total for a given account - reflects Original budget plus all permanent and temporary budget transfers to date
Set ID
Most data record in Control Tables is stored by Set ID (also called TableSetID). Whenever you enter information in a control table, you must enter the Set ID to establish ownership of that information. Set ID = SHARE
Short Vendor Name
A ten character name assigned to a vendor for look up/search.
SME
An acronym for Subject Matter Expert
Source
Designation of the transactions being processed. (Similar to our reference codes in FAS). See attached Source document.
Sponsor
An external entity or source that funds research and other projects.
SQL
A standard database programming language used to retrieve and manage data in relational database management.
SQR
SQR is the acronym for Structured Query Reporting. It is an SQL-based programming language, which PeopleSoft uses to run some of its most sophisticated offline processes and reports.
Suspense
Suspense lines are created during the Journal Edit process.A separate suspense line is added to the journal during the edit process for each line found in error. Entry is allowed to flow through with errors and suspend to a specific suspense account.
TDI (Transaction Detail Inquiry)
Custom BC Inquiry found under BC Reports > Commitment Control > Transaction Dtl Inquiry. Allows you to view budget and transaction details. Similar to Commitment Control > Budget Details, but displays transactions on the main page. Updated once a day (yesterday’s data)
Template List
Template that defines which columns will appear in the Lines scroll area on journal lines.
Temporary Transfer
Realignment of funds for current fiscal year only - has no impact on next fiscal year budget
Tracking with Budget
Budgets have been established, but only for tracking and reporting purposes, not control
Tree
The graphical hierarchy in PeopleSoft systems displaying the relationship between all accounting units and determining roll-up hierarchies.
Voucher
PeopleSoft process to pay a vendor directly.
WebCT
An e-learning system to complement classroom instruction. Provides instructors with secure web space and numerous features and functions, including: Threaded discussions, Chat tool, Course-contained email system, Assignment and grade tracking. The eLearning tool (XHLP) is housed in BC’s WebCT
Workflow
A PeopleTools application used to define roles, responsibilities and processes that automate the flow of work and/or information within an organization.