WISDM Data View
Detail Accounting Transactions
Name of the View: DETAIL_ACCOUNTING_TRANSACTIONS.
Description: This view displays non-salary accounting transaction detail for the UW-Madison campus. Salary and fringe benefit data is included in this view at a funding string level, starting with FY 2005 payroll transaction. Prior to that, salary and fringe benefit information is stored by person. All transaction types are included in this view – Budgets, Expenses, Encumbrances and Revenue. The basis for this view is GL Star and the data is updated daily. This view contains data from FY2001 to date.
Data Custodian: Accounting Services: Hua Ramer – phone: 262-4858, or email: hramer@bussvc.wisc.edu
Authorization: You must receive approval to access this data view. Authorization forms and procedures can be found at the following web site: http://www.bussvc.wisc.edu/acct/sfs/.
Special Considerations
Data View Contents
Data field |
Lgth |
Description |
Example/Possible Values |
|
|---|---|---|---|---|
ACCOUNTING_PERIOD |
3 |
The period within the fiscal year. |
001 - July 002 – August 003 – September 004 – October 005 – November 006 – December 007 – January 008 – February 009 – March 010 – April 011 – May 012 – June 013 – FY End Cleanup |
|
FISCAL_YEAR |
4 |
The year that the budget covers on state funds. |
2001, 2002, etc. |
|
LEGACY_REQ_NBR |
10 |
The number of the requisition. In the case of purchasing card transactions, PR- plus the first six characters of the cardholder’s last name is recorded in this field. In the case of appointment records prior to FY05, the appointment ID serves as the requisition number. Data source for this field is the legacy accounting system and will not include any SFS PO numbers. The PO_ID field should be used instead. |
e.g. 345Q678, PR-ROMEO |
|
FUND |
3 |
A code identifying the source of funds being reported on. In all cases, except clearing accounts, it represents an appropriation by the state legislature. |
101, 128, 133, 144, etc. |
|
PROJECT_GRANT |
7 |
A code used by records that are organized by project. This code is made up of the fund and the proj/grant# – e.g. 144AB12. Normally used by gift and grant funds (133) Federal grant funds (144) and Trust funds (161). Starting in February 2008, all newly created projects will begin with PRJ instead of the fund. |
e.g.144GH01 |
|
DIVISION |
2 |
The first and second characters of the organization code. They define the college or division. |
e.g. 03 |
|
DEPARTMENT |
2 |
The third and fourth characters of the organization code. They define the major department within a college or division. |
e.g. 05 |
|
SUBDEPARTMENT |
2 |
The fifth and sixth characters of the organization code. They define a sub-department of the major department. |
e.g. 00 |
|
ORGANIZATION |
6 |
A code identifying the combined codes for division, department and sub-department. |
e.g. 030500 |
|
ORG_DESCR |
30 |
The name of the organization code. |
e.g. Business Svcs/Acctg Svcs |
|
PROGRAM_CODE |
1 |
A code that identifies the general purpose for which money is being spent. |
0-Student Services 1–General Operations & Services 2-Instruction 3-Educational activities 4-Research 5-Extension & Public Service 6-Library, Learning resources & Media 7-Physical Plant Maint & Svcs 8–Auxiliary Enterprises & Svcs 9-Student Aid F-Farm Operations R-Revenue |
|
ACCOUNT |
4 |
For Budgets, accounts identify the category to which a budget is recorded. In expense accounting, accounts are used to classify financial transactions according to the object of the expenditure. In revenue accounting, accounts are used to classify revenue transactions according to source. For Budgets, accounts identify the category to which a budget is recorded. For encumbrances, accounts identify the purpose for which the money is encumbered. |
e.g. 3100 |
|
ACCT_DESCR |
30 |
Descriptive name associated with the account. |
e.g. Supplies |
|
TREE_NAME – Note that this field is not yet available. |
? |
Each fund is assigned to a default tree that organizes the account numbers into groups such as Salaries, Fringe Benefits, Services and Supplies and Capital. (Note: This field will not be available in the initial release of the data view). |
e.g. |
|
TREE_LEVEL_NAME– Note that this field is not yet available. |
? |
This identifies the “category” that the account number is assigned for the selected tree. This is very similar to a budget or summary category in the legacy system. (Note: This field will not be available in the initial release of the data view). |
e.g. Salaries, Fringe Benefits, Services and Supplies, Capital |
|
| CLASS | 4 | Displays the class field, which can contain the building number, tuition remission code, or county sales tax county. | 0034 |
|
DESCRIPTION |
30 |
Description of the transactions such as a vendor name, or an employee name for pre-FY05 data, or payroll pay period information after FY04. |
Vendor Name, payroll pay period. |
|
| JRNL_LN_REF | 15 | A catch-all field. Can have voucher number, PO number or other information depending on the type and the source of the transaction | 22222AA PR-ROMEO B616545 |
|
LEGACY_VO_NBR |
7 |
Number of the voucher that supports the payment or receipt. Data source for this field is the legacy accounting system and will not contain any SFS voucher numbers. VCH_VOUCHER_ID (mentioned later in the document) will contain both Legacy and SFS voucher numbers. |
e.g. 22222AA |
|
INVOICE_NUMBER |
12 |
Number of the vendor invoice that supports the payment. Data source for this field is the legacy accounting system and it will not contain any SFS invoice numbers. VCH_INVOICE_ID (mentioned later in the document) will contain both Legacy and SFS invoice numbers. |
e.g. 1774885800 or PC402555 |
|
BUDGET_REASON |
2 |
A code that identifies the reason for a budget entry. |
e.g. RB, PY |
|
BUDGET_TRANSFER |
4 |
The reference number of the document that supports the budget transfer. |
e.g. L800 |
|
TRANSACTION_TYPE |
11 |
Identifier for type of transaction. |
Budget |
|
BUDGET_AMOUNT |
17.2 |
Posted budget amount. |
00000000001000000.00 |
|
REVENUE_AMOUNT |
17.2 |
Posted amount of revenue. This includes sales credits. |
00000000001000000.00 |
|
EXPENSE_AMOUNT |
17.2 |
Posted amount of expenditures. |
00000000001000000.00 |
|
ENCUMBRANCE_ AMOUNT |
17.2 |
Posted amount of encumbrances. |
00000000001000000.00 |
|
FRINGE_ENC_AMT |
17.2 |
Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate from ESIS. Please see the Special Considerations section of this document for more information. |
00000000001000000.00 |
|
TUITION_ENC_AMT |
17.2 |
Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate from ESIS. Please see the Special Considerations section of this document for more information. Note: due to a change in tuition remission policy, this field is no longer used as of January 2007. |
00000000001000000.00 |
|
TRANSACTION_DATE |
8 |
The date of the transaction formatted as YYYYMMDD. This will usually be the accounting date assigned to the transaction in SFS. |
20020315 |
|
POSTED_DATE |
8 |
The date that the transaction was posted to SFS - formatted YYYYMMDD. |
20020315 |
|
JOURNAL_ID |
10 |
A code that identifies a journal in SFS. The beginning of this number has meaning as listed in the next column. |
The beginning of this number has meaning as follows:
|
|
| PO_ID | 10 |
|
345Q678 (for Legacy) |
|
| VCH_VOUCHER_ID | 8 | Vendor payment voucher number. This field will contain both Legacy and SFS voucher numbers. For P-Card transactions, the field will contain the first seven characters of the card holder’s first name plus the last three digits of the card number. | 10520AA (for Legacy) |
|
| VCH_INVOICE_ID | 30 | Vendor payment invoice number. This field is will contain both Legacy and SFS invoice numbers. For P-Card transactions, the field will contain the invoice date. | TER122504 |
|
| VCH_VENDOR_NAME | 40 | Vendor payment name. This field is populated with the vendor name for payments processed in SFS starting July 2004. |
DOE,JOHN | |
| SCENARIO | 8 | Budget scenario code. | ADJUSTED REDBOOK PY_ENC |