Data Glossary

It can be:

• Adjustment History: refers to the status in the OFC
• WORKFLOW: actual workflow status
• BPM: original term for workflow status

An Oracle system-generated identifier assigned to outgoing customer invoices created in the Billing module. These numbers are generated sequentially based on the Transaction Source, which groups invoices by their origin or business process. As a result, AR Invoice Numbers may not be globally unique within the system, since numbering is tied to specific sources rather than being universally incremental. This ensures traceability within each transaction source but requires careful tracking when managing invoices across multiple sources or modules.

Indicates the workflow group assigned for approval. Links to the Campus User Roles report where you can view the individual approvers in that group.

Indicates if a Business Classification associated with a supplier is current or expired.

• Current: the Business Classification has not expired yet
• Expired: the Business Classification no longer applies and the payee must renew or update their information with us via PaymentWorks

The official date the Business Classification began. 

On the Receivables Aging report, defined by a combination of contract type, Receivables transaction type, and Receivables transaction source.

• Sponsored Research: The transaction type is an invoice or credit memo from PPM Contracts and the contract type is Grant Contract.
• General Contracts: Service Agreements and other non-research contracts and agreements.
• KR Service Agreements: Service Agreements that originated in Kuali Research.
• Receivables Module: Invoices and Credit Memos generated in Billing Module (non-contract).
• Sponsored Projects - Sponsor Initiated: Industry-Initiated Clinical Trial Awards.
• Sponsored Research: PI-Initiated Sponsored Research Awards and Grants.

General Contract: Contract to provide services to an external party that does not meet the definition of a KR Service Agreement or a Sponsored Contract.

KR Service Agreement: A service agreement is a legally binding agreement between UC San Diego and an external customer, such as a corporation, other university, or federal agency, setting forth the terms and conditions under which UCSD will provide goods or services to that customer as a vendor/contractor. UCSD is not engaging in its own research under the agreement. The work is not intended to result in the development or enhancement of any UCSD intellectual property and UCSD would not be performing the work but for the desire of the customer to have the work done.

Grant Contract: Contract between UCSD and an external entity (sponsor) that provides funding for UCSD, to perform a research project based upon a mutually agreed upon scope of work and budget. May include grants, clinical trials, cooperative agreements, and fellowships. These are created automatically when the Award and Sponsored Project are setup.

Category of Funds that is used to support direct costs associated with instruction, research and public service efforts. Core funds include State and UC General Funds, Student Fee Funds (Tuition, Student Services Fees, Professional Degree Supplemental Tuition, Non-Resident Supplemental Tuition), Indirect Cost Recovery Funds, Investment Income, Patent Income, ASSA, and Gift Fees/Endowment Cost Recovery.

In the Budget vs Actual Report (Planning and Budgeting Dashboard), Core Funds tabs display Recurring and One-Time Annual Budget figures compared against year-to-date (YTD) Actuals

This report shows adjustment types other than transfers. Some adjustment type examples are: 'change functional currency attribute', 'change work type', 'hold revenue until released', 'recalculate burdened cost amount', 'resubmit', 'set to billable', etc.

• Pending Approval: Cost adjustment is in workflow and waiting for approval.
• Approval Rejected: Transfer was rejected by the approver. Initiator will need to Cancel the transfer or correct the error and Resubmit
• Rejected: Transfer was rejected due to system validations. Initiator will need to Cancel the transfer or correct the error and Resubmit
• Withdrawn: Initiator has cancelled the transfer.
• Not Allowed: The system has automatically canceled the transfer due to system validations.
• Completed: Transfer has been approved and completed.

A customer is an entity—either an organization or an individual—with whom a business has established a selling relationship. This relationship can arise through the purchase of products or services, or through the negotiation of terms and conditions that form the foundation for future transactions.

A customer account represents the specific attributes of the business relationship between two parties. It holds key information about the terms, conditions, and agreements governing transactions with the customer. Multiple customer accounts can be created for a single party to manage different aspects of their business activities. For instance, separate accounts can be maintained to track invoices for distinct types of purchases, such as office supplies and furniture. Additionally, a customer that engages with various lines of business within your organization can have multiple customer accounts to manage these separate interactions. Each customer account is uniquely identified by an account number and a description, ensuring clear tracking and segmentation of the business relationship. 

Class associated with the Customer Entity (ex. Federal, Foreign, Local, Private, Public, State, etc.)

OFC Customer profile used to make the Invoice payment

Purpose of the specific site, such as to Bill (Bill-to), Ship (Ship-to), Correspond (Statements), send reminders to pay (Dunning)

Generate Invoice Process Errors report:

• PJB_ZERO_MIN_HARD_LIMIT: A billing transaction exception was created because one of the contract billing controls didn't have any funds available.
• PJB_EXCEED_SOFT_LIMIT: The funding amount consumed by the billing transaction exceeds the soft limit amount in the billing control.

Event type is a classification of PPM Billing events to be able to bill customers a set amount. Most Common Event Types:

• Milestone: Event to invoice and recognize revenue for a specified amount based on a milestone.
• Fee: Event to invoice and recognize revenue for fees earned.
• Other: Event to invoice and recognize revenue for a specified amount.

On the Project Transaction Controls report, Y indicates that a change has been made to the control template for that expenditure type on that project. For example, the template does not allow the expenditure type (Template Chargeable Flag = N) but the transaction control for that expenditure type has been removed for the project, allowing transactions with that expenditure type to post.

The gift fund balance that is available for expenditure at a point in time

For current use gift funds the balance comes from new gifts or transfers. For endowments and funds functioning as endowment the balance comes from payout.

The identifier for the group of transactions loaded in PPM together. Usually this represents a group of transactions per month/period. For example, recharge billing per month is a single batch

Classifies the Expenditure Type into a cost group

Examples include Operating Expenses, Benefit Expenses, UC San Diego Equipment, etc.

Any UC San Diego unit with an ongoing business objective and budget, a group of employees and generally a physical space.

It consists of a 7-digit numerical code (segment of the Chart of Accounts), followed by a description. It is a specific subset of the entity; it represents the responsible operating unit, usually a division or department. Note that a financial unit can only be associated with one entity (major operational unit or VC area). Often abbreviated as FinU or Fin Unit.  Example: 1000135 - Chemistry and Biochemistry

Based on the Managerial Reporting Fund Hierarchy L3 (see definition in this Data Glossary). It can be: Contracts and Grants, Core Funds, Other Unrestricted Funds, Restricted Funds.

Indirect costs are those costs not readily identified with a specific project or organizational activity but incurred for the joint benefit of both projects and other activities. Indirect costs are usually grouped into common pools and charged to benefiting objectives through an allocation process/indirect cost rate.

An indirect cost rate is a device for determining the proportion of general (non-direct) expenses that each project will bear. It is the ratio between the total indirect costs of the university and some equitable direct cost base.

The amount from IFIS, the legacy financial system, that was converted into Oracle on June 30, 2020

On the Requirements for Supplier Inquiry Report (from the Procure to Pay Panorama). The date the vendor became Inactive. Will only populate if Supplier Profile Status is Inactive.

The date that the Supplier profile was inactivated. Will only populate if Supplier Profile Status is Inactive. Supplier profiles may be inactivated due to mergers/acquisitions, tax ID changes, or due to inactivity. The date the vendor has been Inactive. To reactivate a supplier that has been inactivated, invite them to register via PaymentWorks.

"The (General) Ledger is a complete record of the university's transactions over a period of time, documenting changes to assets, liabilities, net position, revenue and expenses.

UCSD has two ledgers, UCSD (which represents campus and medical center activity) and FOUNDATION (which tracks Gift Funds)."

On the General Ledger Panorama, a reference value that provides more information about the transaction

This value is dependent on the Journal Source

Receivables = No Value

Cash Management = Transaction Description

Project  Cost= Transaction Source, External Revenue:

Payables = Invoices: , Payments:

General Ledger = Journal Line Description

Employee supervisor as recorded in Oracle. The person who approves journal entries submitted by the employee.

Alphanumeric code & description representing Level 4 of the Managerial Reporting account hierarchy that further categorizes accounts into more detailed categories. The L4 subcategories represent the report rows on most internal managerial reports.

Total Resources has 2 L4 subcategories: External Revenues and Internal Resources. Total Expenses has 3 L4 subcategories: Compensation Expenses, Non-Compensation Expenses, and Non Operating Expenses/Transfers. Beginning Net Position has 1 L4 subcategory: Carryforward Balance. Total Capital Assets has 1 L4 subcategory: Capital Assets.

Alphanumeric code & description representing Level 5 of the Managerial Reporting account hierarchy that further categorizes accounts into more detailed categories.

External Revenues has 7 L5 subcategories, Internal Resources has 6 L5 subcategories, Compensation Expenses has 5 L5 subcategories, Non Compensation Expenses has 10 L5 subcategories, Capital Assets has 5 L5 subcategories, Non-Operating Expenses/Transfer has 2 L5 subcategories, and Carryforward Balance has 1 L5 subcategory: Fund Balance, which represents the July 1 Carryforward Balance.

For transactions originating from UC Path, used to tie UCPath Labor Ledger transaction detail to OFC summarized expenses. Concatenated string of [Pay Run Code].[Journal ID].[Journal Line number]. Provides a unique identifier for other transaction sources that does not have internal significance.

• Uncapped rows do not have an OTC Indicator (field is blank)
• An OTC Indicator starting with N is the up-to-the-cap row
• An OTC Indicator starting with Y is the over-the-cap row
• An OTC Indicator value with -OTCXXX at the end links the OTC row to the capped funding source line that is responsible for the OTC funding line

Shows whether PO is closed, closed for receiving, etc. Common PO Statuses are: 

• Rejected - PO is pending Professional Buyer Review and has been pulled out of workflow so it can be edited. 
• Pending Approval - PO is pending additional approvals prior to being completed. 
• Closed for Receiving - Approved PO with open commitments 
• Closed - PO has been fully invoiced, no open commitments remain.
• Finally Closed - PO was manually closed to remove an open PO balance after all expected invoices/credits were received. 
• Canceled - Order has been canceled. Supplier has been notified and commitments have been cleared.

3-digit code that is part of the Chart of Accounts string. It associates transactions with a formalized set of system-wide or cross campus activities. Ex. ASG - Academic Senate Grants

It is rarely used, i.e. this segment field is usually 000

• Active: Project is Active and able to be used for purchasing, costing and budgeting.
• Closed: Closing a project in PPM will prevent new transactions, but does not impact any activities on the GL. Does not allow expenses to flow through; able to reopen project after it is closed.
• Closed-DNU-Bad Record: Used to close a project that was created in error.
• UCSD Closed: Does not allow new transactions but allows for adjustments and pending transactions (like POs) if within project dates; able to reopen project after it is closed.

Designates the project options allowed (burden, capitalization, billing, sponsored) which impacts the Project use. Possible options are:

• UCSD General Project: An activity or event with a single purpose that may be executed over a specific period of time, which is managed at a department level and not associated with an award.
• UCSD General Project with Burdening: A type of award that is not managed by SPF and requires F&A/IDC assessment. The project will be enabled to automatically assess Burden Costs
• UCSD Fabrication General Project: Used to track costs for the fabrication of a piece of equipment that will be funded by non-sponsored funds.
• UCSD Capital Project: Large construction projects that will be converted into capital assets upon project completion
• UCSD Default Project: A project that is auto-generated by Internal Controls and Accounting (ICA) for a Financial Unit. It is used by departments that do not use Oracle Projects, and can be used for recharge operations.
• UCSD Sponsored Project: A type of project that is funded by an external source, such as a grant or contract, and is managed by the University to ensure compliance with the terms of the award and University policies.
• UCSD Sponsor Project Pre FA: A sponsored project created before September 22, 2023.

Comments entered during the Receipt creation. These could be remittance details, payment instructions, or bank comments related to the electronic transaction or cashier's comments provided with the payment, etc.

• Standard: payments made by customers against specific invoices or customer accounts. They are used for regular transactions where the payment is clearly associated with outstanding amounts.
• Miscellaneous: payments that do not correspond to invoices. These may include rebates, royalties, fees, or other non-invoice-related transactions

The recurring approved annualized plan of operations for the university. It is adjusted during the annual budget process to reflect changes with continuing impact

Typically, only Core Funds have core recurring budgets

The Core Recurring budget was previously called the permanent budget

Permanent budget balances were stored in the Permanent Budget System in the Budget Master File but are now referred to as Core Recurring budget in the Oracle EPBCS Planning and Budgeting System

REMS stands for Research Enterprise Management System. Its sponsor codes are used to classify the sponsors of over $7 billion of extramurally-funded projects at the University of California. Each code represents a legal entity that has either funded a project at a UC campus or received a proposal for funding

Refers to donations or gifts given to the university that are designated for a specific purpose by the donor. Restricted funds include both expendable and nonexpendable funds. Restricted expendable net position is subject to externally imposed restrictions governing its use.

Identifies the reason the transaction is high-risk. It can be:

• Equipment under dollar threshold
• High dollar invoice
• Recharge
• Transaction posted after project end date
• Fabrication cost not on a fabrication project or task
• Questionable expenditure type on a sponsored project
• Misposted Cost Sharing

• PO ADDR shows the address that will appear on any Purchase Orders sent to the supplier
• PAYMT CK indicates the remittance is via check
• PAYMT ACH indicates the remittance is via Direct Deposit
• PAYMT PSUA indicates the remittance is via Payment Plus/Virtual Card
• PAYMT WIRE indicates the remittance is via Wire
• MC ACH indicates the remittance is via Direct Deposit

The date the task was created in OFC.

The COA fund associated with the task on the project.

Drives the ability for costs/transactions to post based on expenditure item date. Task End date is the end of the task performance

This is the Task Number that allows the Project to be divided into smaller subsets for Project Cost Management within the Project Portfolio Management (PPM)

The Task breakdown is only available within the PPM module and will not be visible in the General Ledger (GL).

Task-level transactions are rolled up and reported to the GL as sum values against the Project; this is due to the UC San Diego design configuration

The Task identifies the activities used to further break down a PPM project. Every project MUST have at least one Task. The number of tasks will vary by project.

Drives the ability for costs/transactions to post based on expenditure item date. Task start date is the start of the task performance

The project template drives the task billable status, transaction controls and the number of tasks on the project.

Combination of External Revenue and Internal Resources according to the Managerial Reporting Account hierarchy, calculated YTD from fiscal year start through the Accounting Period provided in the parameter

A unique identifier system assigned to a specific transaction within a module or process. It helps track and reference transactions

This value is dependent on the Journal Source:

• For PPM, this is the PPM transaction number
• For GL, Transaction Number is a multipurpose field based on the source:
  • Payables: Invoice or Payment Number
  • Receivables: Invoice or Receipt Number
  • Projects: PPM Transaction Number

Transaction Type (Receivables)

Workflow group that action is pending or who last took action on the adjustment

Status of the approval workflow for this Cost adjustment:

• Adjustment History (AH): refers to the status in OFC
• WORKFLOW: actual workflow status
• BPM: original term for workflow status