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

  • Fringe Benefit encumbrances for project/grants are calculated dynamically within WISDM based on the Salary encumbrances. There is a timing difference that is important to understand. Salary payments are made throughout a month causing the salary encumbrance to be reduced. The reduction in salary encumbrance also reduces the encumbrances for Fringes in WISDM. When the actual payments for Fringes are posted at the end of the month, the difference should disappear.  Thus if you are running a before-the-end-of-month balance query, the fringe encumbrances could be understated.
  • For Hyperion users, please do not use the “Show Values” option whenever possible, because this option will slow down your query processing and your query will be “timed out.”

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.
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 DeptID code. They define the college or division.
e.g. 03
DEPARTMENT
2
The third and fourth characters of the DeptID code. They define the major department within a college or division.
e.g. 05
SUBDEPARTMENT
2
The fifth and sixth characters of the DeptID code. They define a sub-department of the major department.
e.g. 00
DeptID
6
A code identifying the combined codes for division, department and sub-department.
e.g. 030500
DeptID DESCRIPTION
30
The name of the DeptARTMENT ID.
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
CLASS 4 Displays the class field, which can contain the building number, tuition remission code, or county sales tax county.

0034
F092
T013
SCENARIO 8 Budget scenario code.

ADJUSTED
REDBOOK
PY_ENC
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.
e.g. 22222AA
INVOICE_NUMBER
12

Number of the vendor invoice that supports the payment.
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
Expense
Encumbrance
Revenue
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:

  • AP = Vendor payments processed in SFS.
  • AR = Grants accounts receivable journals.
  • BD = Budget transactions
  • EXACC = e-Reimbursements
  • FB = Fringe benefit transactions
  • JRT = Internal transfers and P-Card
  • JRB = Internal billings 
  • PT = Salary cost transfers
  • PJ = Payroll payments

 
PO_ID 10

The Purchase Order ID number. For P-Card transactions, the field will contain PR- plus the first seven characters of the card holder’s last name.

345Q678001 (for SFS)
PR-PERTZBO (for P-Card)
VCH_VOUCHER_ID 8 Vendor payment voucher number. 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.

00001234 (for SFS)
KATHLEE252 (for P-Card)
VCH_INVOICE_ID 30 Vendor payment invoice number. For P-Card transactions, the field will contain the invoice date.

TER122504
PIR122504
2008-07-21 (for P-Card)
VCH_VENDOR_NAME 40

Vendor payment name.

DOE,JOHN
Source 8 Source Code e.g.- HRS – From human resource system,  INT – Inter –unit,  AP – from A/P system
WISDM Load Date 10 Date WISDM was updated.

MM/DD/YY HH:MM: TOD

03/12/12 12:24AM