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BALANCES Table - Data Element Index

Select a data element to view its definition and its indexed, format, and null values.



Data element Definition
ACCOUNT_TYPE

Indexed - yes
Format - char (14)
May be null? no
Means of categorizing accounts for use in financial reporting; reflects the category of an account.

Values:

Asset

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.

ACTUAL_BEGIN_BAL

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 revenue, expenses, and the suspense accounts and year end fund balance offset (COA_OBJECT codes beginning with 4, 5, or 9), ACTUAL_BEGIN_BAL is the same as the fiscal year-to-date balances at the end of the prior accounting period for the fiscal year.

For assets, liabilites, and fund balances (COA_OBJECT codes beginning with 1, 2, or 3), 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 period. See also ACTUAL_FYTD and ACTUAL_PYTD.


Values:

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

ACTUAL_END_BAL

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 revenue, expenses, and the suspense accounts and year end fund balance offset (COA_OBJECT codes beginning with 4, 5 or 9), ACTUAL_END_BAL is the same as the fiscal year-to-date balance at the end of the accounting period (ACTUAL_FYTD).

For assets, liabilities, and fund balances (COA_OBJECT codes beginning with 1, 2, or 3), 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 accounting period (ACTUAL_PJTD).


Values:

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

ACTUAL_FYTD

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

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


Values:

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

ACTUAL_MONTH

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

The amount of the actual dollars for the COA_ACCOUNT for the accounting period.


Values:

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

ACTUAL_PJTD

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

CALENDAR_YEAR

Indexed - no
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.

COA_ACCOUNT

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.

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? 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.

COA_CREF

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.

COA_FUND

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.

COA_OBJECT

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.

COA_ORG

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 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.

COMMITMENT

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.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

Refer to the ORG_CODES table for values.

F_AND_A_RATE

Indexed - no
Format - number (8,8)
May be null? yes

The project-to-date (PJTD) Grant & Contract Facilities and Administration (F&A) rate. This is the rate used to calculate the indirect cost recovery amount for grant and contract expenses. The value of the F&A rate depends on: (1) the B--R-- fund parent of the balance's fund, (2) whether the object code for the balance falls under the parent object for objects subject to the F&A rate, and (3) the accounting period. (If the F&A rate in BEN Financials changes from one accounting period to the next, the new rate is *not* retroactive.) Balances to which the F&A rate does not apply have a 0 for their F&A rate. For a given balance, to calculate the indirect cost recovery amount, multiply the balance times the F&A rate. Results of calculations involving actuals and the F&A rate may be checked by comparing them to the balances for object code 5282 (grant & contract overhead charge). (A nightly BEN Financials job uses the F&A rate to calculate the indirect cost recovery amount, debiting the fund for the grant or contract using object code 5282, and crediting the 000000 fund for the school using object code 5510. The weekly Warehouse load includes the affected balances.) See also ICR_SCHOOL_PORTION.


Values:

0 to 0.99999999

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_SORT_SEQ

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

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

Example: 200201 (July 2001); 200211 (May 2002).


Values:

List of values not available.

FISCAL_YEAR

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
The amount available in the COA_ACCOUNT, as of the end of the accounting period, to be spent or encumbered. This amount is the OPER_BUDGET_FY_TOTAL minus the sum of the ACTUAL_FYTD plus the TOTAL_ENCUMBERED.

Values:

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

FUNDS_UNENCUMBERED

Indexed - no
Format - number (13,2)
May be null? yes
The amount available in the COA_ACCOUNT to be spent or to relieve existing encumbrances as of the end of the accounting period. This is the OPER_BUDGET_FY_TOTAL minus the ACTUAL_FYTD.

Values:

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

ICR_SCHOOL_PORTION

Indexed - no
Format - number (8,8)
May be null? yes
The rate used to calculate the portion of the indirect cost recovery amount that remains with the school. The total indirect cost recovery amount is distributed among multiple entities. For balances to which the F&A rate applies, the value of he ICR school portion is 100% minus the sum of the rates for the other portions of the indirect cost recovery amount. (The distribution of indirect cost recovery may change from fiscal year to fiscal year. (For example, in fiscal year 2000, the school portion of the total indirect cost recovery amount was 0.79; the remainder was distributed among the reserve for physical plant, the Hospital of the University of Pennsylvania (HUP), and the subvention pool. For fiscal year 2001, the ICR school portion was 0.81, and the remainder went to the subvention pool and the research support services pool.) Balances to which the F&A rate does not apply will have a 0 for their ICR school portion. For a given balance, to calculate the dollar amount of the ICR school portion, multiply the balance times the F&A rate times the ICR school portion. Results of calculations involving actuals and the ICR school portion may be checked by comparing them to the balances for object code 5510 (G&C OH Recovery) after the accounting period has been closed. (A monthly BEN Financials job handles the distribution of the indirect cost recovery amount among the multiple entities. The Warehouse load following the close of the accounting period includes the affected balances.) See also F_AND_A_RATE.

Values:

0 to 0.99999999

INVOICE_ENC_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 invoice expense (for invoice encumbrances generated in BEN Financials after the Release 12 upgrade). Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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

      
INVOICE_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 invoice expense (for invoice encumbrances generated in BEN Financials before the Release 12 upgrade). Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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

LAST_EXTRACT_DATE

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

The date the Balances record was extracted from BEN Financials and loaded into the Data Warehouse.

This information is stored in the Warehouse in date format. In Business Objects, it is displayed as specified in the desktop operating system settings. It is recommended that users specify a date format that includes 4 digits for the year. (To specify the date format in Windows 95, choose the Regional Settings of the Control Panel, select the Date tab and specify the Short date style. In Windows, use the International option of the Control Panel. On the Macintosh, use the Date & Time Control Panel.)

Example: 1/30/1997


Values:

List of values not available.

MONTH

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

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

OBLIGATION_ENCUMBERED

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.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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

      
OPER_BUDGET_BEGIN_BAL

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

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

OPER_BUDGET_FYTD

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).

Note that the entire original budget is loaded to the operating budget in the July period, and that any subsequent operating budget entries will July or future months will be reflected accordingly in the OPER_BUDGET_FYTD as the year progresses. If no budget entries are made all year, then the operating budget at any point in the year will continue to match the original budget for the whole year.


Values:

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

OPER_BUDGET_MONTH

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

OPER_BUDGET_PJTD

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

OPER_BUDGET_PROJECT_TOTAL

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 projects), the operating budget is the budget for the entire project or award, and the OPER_BUDGET_PROJECT_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_PROJECT_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

ORIG_BUDGET_BEGIN_BAL

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

ORIG_BUDGET_FY_TOTAL

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

ORIG_BUDGET_FYTD

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

ORIG_BUDGET_MONTH

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

ORIG_BUDGET_PJTD

Indexed - no
Format - number (13,2)
May be null? yes
Not currently used at Penn.
ORIG_BUDGET_PROJECT_TOTAL

Indexed - no
Format - number (13,2)
May be null? yes
Not currently used at Penn.
PO_ADJUSTMENT_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 PO adjustment encumbrance. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


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.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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

QUARTER_SEQ

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)

REQUISITION_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 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.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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

    
SALARY_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 salary expense. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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

SPECIAL_BUDGET_BEGIN_BAL

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

SPECIAL_BUDGET_FY_TOTAL

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

SPECIAL_BUDGET_FYTD

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

SPECIAL_BUDGET_MONTH

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

SPECIAL_BUDGET_PJTD

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

SPECIAL_BUDGET_PROJ_TOTAL

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
TOTAL_ENCUMBERED

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

The total amount for encumbered funds (SALARY_ENCUMBERED plus REQUISITON_ENCUMBERED plus PURCHASING_ENCUMBERED plus PO_ADJUSTMENT_ENCUMBERED plus OBLIGATION plus INVOICE_ENCUMBERED plus INVOICE_ENC_ENCUMBERED plus COMMITMENT) for the COA_ACCOUNT as of the end of the ACCOUNTING_PERIOD. Encumbered funds have been set aside but have not yet been spent for a specific planned, approved expenditure.

The BALANCES table only stores year-to-date encumbrance balances. These should match the project-do-date encumbrances which appear as the default in the General Ledger (online and on reports). There may be cases, if an encumbrance journal is made to a previous year, where the year-to-date and project-to-date balances no longer match, which should be resolved by the next fiscal year-end General Ledger encumbrance roll process.


Values:

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


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Information Systems and Computing
University of Pennsylvania
Information Systems and Computing, University of Pennsylvania