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Data Glossary

Review a glossary of terms for financial reports and analytics.

This page is currently undergoing review and remediation, so you may notice multiple changes in the coming weeks. Once it is completely cleaned up and reaches its final stage, a general campus communication will be sent out accordingly. Thank you for your patience.

BI Data Glossary Information
Field Name Description
Account The natural classification of a transaction. There are 5 main types of accounts: asset, liability, revenue, expense, or fund balance. The most frequently used accounts are expense and revenue. It consists of a 6-digit number (Account Number/Code) and a description (Account Description)
Account Category Represents level 4 in the Managerial Reporting Account hierarchy. Ex. for Account Type ‘Total Expenses’, some Account Categories can be ‘Compensation Expenses’ and ‘Non Compensation Expenses’
Account Subcategory Represents level 5 in the Managerial Reporting Account hierarchy. Ex. for Account Category ‘Compensation Expenses’, some Account Subcategories can be ‘Accruals and Other’ and ‘Benefits’
Account Type Represents level 3 in the Managerial Reporting Account hierarchy. The different types are: Total Resources, Total Expenses, and Total Capitalization in Progress
Accounting Date Calendar date within the Accounting period indicating when a transaction is accounted. For transactions that post mid-month and are accounted within that month, the accounting date is the same as the posting date. For transactions that post in the subsequent month before the accounting period is closed, the accounting date is the last day of the accounting period. Example: 10/31/23 (Accounting Period Oct-23)
Accounting Period The Accounting Period is the time frame used for financial reporting. It is expressed as a combination of month and year formatted as Mmm-YY, and any transaction that falls within the time frame form part of the reports for that accounting period.
Activity Code Unique 6-digit alphanumeric # that tracks credit merchant accounts and internal loans.
Acquisition Code Related to Fixed Assets, indicates how the asset was acquired. 31 - Purchase Order 34 - Gift 36 - Intercampus Transfer 51 - UC Bookstore Order
Adjusted Transaction Number Appears on reversal transactions resulting from a cost transfer and indicates the transaction number of the original transaction.
Adjustment Error Indicates the reason a cost transfer or other adjustment could not be completed. e.g. "The expenditure didn't pass project-level transaction controls" indicates that the expenditure type is not allowed on the TO project or that the expenditure item date is outside the project start-end dates.
Adjustment History Source

It can be:

  • Adjustment History: refers to the status in the UI
  • WORKFLOW: actual workflow status
  • BPM: original term for workflow status
Aging Bucket A categorization method based on number of days from Invoice Date to Today
Alert Type For unprocessed transactions, indicates ERROR.
Alternate Name Any DBA (doing business as) name that the payee may be operating under. It is utilized in the case of acquisition and mergers, in the Supplier Inquiry Report.
Amount Due Amount that is still due on the Invoice
Animal Subjects Indicates (with aY/N indicator) whether the award has animal subject protocols in place
Application Date Date when Credit Memo / Receipt was applied to an invoice.
Applied Amount Amount applied against an Invoice when Payment is made (can be partial of full)
Applied Transaction Class On the Credit Memos report, the type of transaction that the credit memo was applied to. ex. Invoice
Applied Transaction Number On the Credit Memos report, the invoice number to which the Credit Memo was applied
Approval Status For invoices pending approval, indicates whether the invoice has been Initiated (not yet approved) or Rejected.
AR Invoice Number

Invoice number generated by the Receivables module for outgoing invoices.  Invoice numbers are numbered sequentially by Transaction Source. As such, AR Invoice Numbers are not unique within the system.

Assigned Date Date when the Journal was assigned for approval
Award An award is a unique source of funding to the university (e.g., sponsored award). Each new award is categorized by type and purpose, assigned an award number that flows from the KR Award and further defined by other key attributes that identify the organization and the individuals responsible for the award.
Award Burden Schedule Represents a combination of the burden rate (indirect cost rate) and the set of expenditure types the burden rate is applied to, at the award level. The Award Burden Schedule can be overridden by a Project Burden schedule or Task Burden Schedule.
Award Flow-Through Entity Entity where the funds go through for a subaward
Award Flow-Through Sponsor The agency providing funding to the flow-through entity. Relates to subawards
Award Number The number assigned to an award containing funding activities. This value is generated within Kuali Research; it is NOT the sponsor award number.
Award Organization The organization that has responsibility for administering and managing the award (e.g., approval, reconciliation and review)
Award Purpose Reflects the intended use of the funds held in a given award and is used to indicate the function. For example: Research, Instruction, or Training.
Award Sponsor Sponsor/funder of the award, who specifies certain requirements that the award is subject to
Award Start Date This is the Start Date of the Award
Award Status Active: The status of the contract changes to Active when it is approved by all the approvers. This means the contract dates are active and the contract has been approved. The contract is available for billing and revenue recognition.
Canceled: The status of a contract changes to Canceled when the draft is canceled. The contract can no longer be used for billing or revenue recognition.
Closed: The status of a contract changes to Closed when you close (terminate) it. Closed status implies a closeout after expiration.
Draft: The initial status of a contract before approval.
Expired: When the contract end date is reached for an active contract, the status updates to Expired.
Hold: The status of a contract changes to Hold when a hold is applied. The Update Contract Status process will ignore contracts or contract lines on hold and will not change them to the Expired status.
Pending Approval: The status of a contract changes to Pending approval when it is submitted for internal approval.
Under Amendment: The status of a contract changes to Under amendment when it is amended.
Award Type The award type reflects the nature of the sponsored research for a given award. For example: Private Contract/Grant, Federal Contract/Grant, Clinical Trial, State Contract, etc.
Balance With Revenue

This is a calculated column of the Budget + Revenue Amount - Total Cost

Revenue amounts reflected here must be recorded to the PPM module

If your Revenue only hit the General Ledger, it will not be available in this calculated column

Balance With Revenue Net of Commitments Results from the following calculation: Budget + Revenue - Total Cost - Total Committed
Balance Without Revenue

This is the calculated amount of the Budget - Total Cost

Base Price MSRP (Manufacturer's Suggested Retail Price) before any options or taxes are added
Batch A journal batch is a group of transactions that post to the general ledger together. Each batch has a code and description.
Batch Source The subledger or process that created the batch.
Beginning Balance On GL-based fund balance reports, represents the funds available to spend at the start of the fiscal year, July 1. It is the Beginning Net Position less any prior year capital equipment purchases. On trial balance reports, represents the accounting balance of the account at the start of the accounting period.
Beginning Net Position The July 1 balance in account 300000
Bill-To Customer Customer that is receiving the invoice or credit memo. Consists of a unique identifier account number and a name.
Budget Authorized money to spend in a project. For sponsored projects, it is a categorical list of anticipated project costs that represent the Principal Investigator's best estimate of the funds needed to support the work described in a proposal. A budget consists of all direct costs, facilities, administrative costs, and cost-sharing commitments proposed.
Budget Balance Money available to spend. Calculated by subtracting Costs from the Budget
Budget Balance Net of Commitments Calculated by subtracting Committed Costs from the Budget Balance
Budget Resource Category It classifies the Resource type into a Cost Group. Examples include Operating Expenses, Benefit Expenses, UCSD equipment, etc.
Budget Status Name Current Baseline: The budget version currently in effect and being used in reports.
Budget Version Number Sequential numbering of budget versions for a project.
Business Classification A list of all business classifications that apply or have applied to the payee. These can include Electronic Invoicing vendors, or Small Business Classifications (Ex. Non Profit, Minority Owned, Veteran Owned, etc.)
Business Classification Status

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

Business Classification Start Date

The official date the Business Classification began. This value will be blank for business classifications that never expire.

Business Classification End Date The official date the Business Classification expired. This value will be blank for business classifications that never expire.
Business Type

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: The transaction type is an invoice or credit memo from PPM Contracts and the contract type is General Contract.
  • KR Service Agreements: The transaction type is an invoice or credit memo from PPM Contracts and the contract type is KR Service Agreement.
  • Receivables Module: The transaction source is not contract invoices.
  • Sponsored Projects - Sponsor Initiated: The transaction type is Sponsor CT.
Business Unit Ledger The security context attached to the employee's assigned role
Designates the Business Unit and/or Ledger that further provisions access to underlying data in the OFC system
Business Unit UCSD comprises two business units: SDCMP (Campus) and SDMed (Med. Center). Business Units are used to separate campus and medical center information for reporting and system security access.
Buyer Person that actually bought the product, usually designated by the Department
Capital Assets On GL-based balance reports, Inception to date (since Oracle go-live, 7/1/20) Capital Assets purchases, sourced from Level 3 of the Standard Account hierarchy, 16000B Capital Assets
Category Name Category for the Requisition, such as Facility Tools over 5K (Inventorial), Lab Supplies, etc.
Change in Net Position Calculated by subtracting beginning net position from ending net position. Net of total resources and total expenses.
Check Status Indicates the status of a payment issuance, e.g. Cleared, Voided, Issued
COA String Combination of the Chart Of Accounts (COA) fields into one alpha-numeric sequence. This is used as the base for various transactions and is what defines transactions in the General Ledger. Each COA segment is separated by a period from the next segment to create a long alpha-numeric string. It contains information about the Entity, Fund, Financial Unit, Account, & more.
Commitment Description Data that captures most basic information about a Commitment, except Commitment Amounts, recorded by the preparer
Commitment Type The classification of commitments into four categories, Requisition, Purchase ORder, Invoices, and Concur Travel or Event Requests
Committed Raw Cost Commitments generated from procurement displaying the commitment with an estimated IDC/burden
Contract Number Unique ID assigned to the contract.  For sponsored contracts, the contract number is the same as the award number, which is generated in Kuali Research
Contract Organization Department responsible for management and execution of the contract
Contributions Contributions provided and used by athletics in the reporting year including:
-Amounts received from individuals, corporations, associations, foundations, clubs or other organizations designated for the operations of the athletics program
-Funds contributed by outside contributors for the payment of debt service, lease payments or rental fee expenses for athletic facilities in the reporting year
-Amounts received above face value for tickets
Core Adjusted Base Budget Base Budget specific to Core Funds, with incremental adjustments for approved commitments. This definition includes Recurring and One-Time budgets.
Core Base Budget Base Budget specific to Core Funds. Used in the Core Recurring Final Budget by Year, from the Planning and Budgeting Dashboard
Core Funds

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

Core New Requests Requests to central campus for new Core Funding submitted through the annual budget process
Cost Drives values of report 
Cost Adjustment Modifications of project transactions after they are imported into Oracle. For example, transactions can be corrected by changing cost or burden rates for the expenditure item, or the raw cost of a transaction can be recalculated to pick up a new IDC rate.


Cost Adjustment Type

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

Cost Adjustment Status It can be 'Approved', 'Pending', 'Rejected', and 'Withdrawn'
Costs Cumulative dollar amount of transactions posted to PPM Costs
Creation Date Date when the transaction / invoice was created
Creation Method Ex. Manual, ACH/Wires, Cash-Campus, Check-Campus, etc. On the Incoming Payments report, from the AR Panorama. 
Credit Amount Dollar amount for Credit transactions
Credit Memo A credit memo is a document issued by a supplier when purchased products or requested services are not delivered, performed or are returned by the customer. It indicates a credit is owed to the customer for the value of the returned or undelivered goods. A credit memo will be reduced from a future outgoing payment to the supplier.
Customer Name

A customer is a party, either an organization or a person, with whom there exists a selling relationship. This selling relationship can result, for example, from the purchase of products and services or from the negotiation of terms and conditions that provide the basis for future purchases.

Customer Account  A customer account represents the attributes of the business relationship that a party can enter into with another party. The customer account has information about the terms and conditions of doing business with the party. You can create multiple customer accounts for a party to maintain information about different categories of business activities. For example, to track invoices for different types of purchases, you can maintain an account for purchasing office supplies and another account for purchasing furniture. You can also maintain multiple customer accounts for a customer that transacts business with more than one line of business in your organization.  Each customer account has a number and a description.


Customer Account Profile Generate Bill Indicator Indicates if invoices will be generated for this Customer Account, which can have multiple sites (geographic locations)
Customer Account Profile Payment Terms Default payment terms for the Customer Account, such as Immediate, Net 30, Net 45, etc.
Customer Class

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

Customer Site Number

OFC Supplier profile used to make the Invoice payment

Customer Site Purpose

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

Debit Amount Dollar amount for debit transactions.  Debits increase the balance of expense and asset accounts and decrease the balance of revenue and liability accounts.
Default Payment Method The payment method for the Supplier
This method is unique to each Supplier site
Department Reporting Category Is set at the project level. It can be faculty portfolio or department portfolio, depending on who manages the resources. 
Derived Fund Code The fund code associated with the award/project-task in PPM based on award or project set-up.
Description of the Expenditure Type The Expenditure Type is a categorization of the cost that was incurred (e.g., payroll or operating expenditures). Expenditure types are grouped into Expenditure Categories such as Personnel Expenses, Operating Expenses, and Travel.
Document Used in Project Costs, represents a further breakdown of Expenditure Source.
Earnings Period End Date Labor Ledger field indicating the end of date of when payroll was earned.  This is typically the same as the pay period end date for regular payroll, but may be different for salary cost transfers.  Equivalent to the Expenditure Item Date in Oracle PPM.
Effective Burden Schedule The burden schedule stores the rates and indicates which transactions are burdened, based on cost bases defined in the burden structure. The schedule specifies which expenditure types are included in each cost base.
Effective Burden Schedule Multiplier The indirect cost rate in effect for the task. If there are no project or task burden schedule (indirect cost rate) overrides in place, the multiplier comes from the rate specified on the award.
Effective Burden Schedule Multiplier Level What level the rate is coming from. It can be award, project or task level.
Ending Balance The results of Beginning Balance +/- Period Net Activity results in the ending balance
If the fiscal period is still open, ending balance represents balance year to date
Ending Net Position Beginning Net Position + Total Resources - Total Expenses
Entered Amount CR/Credit Dollar amount for credit transactions
Entered Amount DR/Debit Dollar amount for debit transactions
Entity 5-digit numeric code that represents the VC area or major operational unit within the UC system
Entity Name The description that corresponds to the 5-digit numeric code that represents the VC area or major operational unit
Error Code 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 Event associated with the transaction
Exception Flag

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.

Expenditure Batch

When transactions are loaded into the PPM from an external system, Oracle Projects requires that a Batch name is specified for each transaction.

Expenditure Category

Classifies the Expenditure Type into a cost group

Examples include Operating Expenses, Benefit Expenses, UCSD Equipment, etc.

Expenditure Comments Provides explanation and identifiable detail of the expenditure.
Expenditure Item Date Date a cost was incurred (service or good provided). Used only in PPM Costs.
Expenditure Organization  The Expenditure Organization identifies the organization that is charging the cost. This is typically not the same as the project-owning organization. Its value will not roll up to the Chart of Accounts and does not drive any reporting. Ex. Computer Science, Disbursements and Travel
Expenditure Org FinUnit The Financial Unit number associated with the Expenditure Organization.
Expenditure Type Expenditure Type = Account Code - Description. The specific type of expense being incurred.  The expenditure type is used to derive the account segment value in the COA, but expenditure types are more granular.  There can be multiple expenditure types associated with a single account code, each with a different description. For example, the Account Code 522401 (Lab Supplies) corresponds to the Expenditure Types 522401 - Animal Feed, 522401- Animal Supplies, and 522401 - Lab Supplies. For additional information, click here for the current list of Expenditure Types and associated information in Oracle.
Expense Report Unique ID of the Concur expense report
Expiration Date This is the date the certification will expire
External Transaction Description Used on the Merchant Transactions report.  Description of the Transaction (ex. AMERICAN EXPRESS DES:AXP DISCNT ID:1040822611 INDN:MED GRP OTOL1040822611 CO ID:1134992250 CCD)
External Transaction Type Used on the Merchant Transactions report. Type of External Transaction, such as fee
Financial Unit

Any UCSD 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

FinU Level 1 Financial Unit hierarchy level that represents the entire university. There is only one,which is 16000AA - UC San Diego
FinU Level 2 Financial Unit hierarchy level that represents a Vice Chancellor area or major operational unit. Ex. 100000A - Academic Affairs
FinU Level 3  Official numeric code and description that represent a School. Ex. 100500B - Dean of Physical Sciences
FinU Level 4  Official numeric code and description that represents a Department. Ex. 100502C - Chemistry and Biochemistry
Fiscal Manager Manager of a group of financial activities. This role can be assigned to awards and projects.
Fiscal Quarter The Fiscal Quarter is a known combination of three Accounting Periods according to your fiscal year
For example, Qtr1-21 is Jul-20, Aug-20, Sep-20
This allows you to report rolled-up financial transactions for summarized reporting
Fiscal Year To Date Including activity from the start of the fiscal year (July 1) through the selected or present date.
Function The function is a method of grouping expenses according to the purpose for which the costs are incurred. It consists of a 3-digit numerical code and a description. It indicates the purpose of an expense, and as such it only has a non-zero value for expense transactions. For assets and revenues, the function value is represented as 000. Functions are rarely used internally, but they are critical for external reporting. It appears in the Chart of Accounts string. Some common functions include: 400 - Instruction ; 440 - Research ; 780 - Scholarships and Fellowships / Student Financial Aid
Fund The fund is the element of the chart of accounts string which tracks restrictions and designations that may be in place to control the use of the funding source. It consists of a 5-digit numerical code and a description. At the highest level, funds are grouped into five categories: Unrestricted, Restricted Expendable, Restricted Nonexpendable, Net Investments in Capital Assets, Agency Funds
Funding Source The Funding Source identifies the name of the sponsor for the external funding source or the internal fund supporting the project. It is 7 digits (numeric) for external funding sources, and 5 characters (alpha-numeric) for internal funding sources. The name of the funding source may vary
Fundraising, Marketing & Promotions Costs associated with fund raising, marketing and promotion for media guides, brochures, recruiting publications and such
Future 1 6-digit numerical code from the chart of accounts string. This value is always a zero value as it is reserved for future use cases
Future 2 6-digit numerical code from the chart of accounts string. This value is always a zero value as it is reserved for future use cases
Gifts Voluntary contributions made to the University that are motivated by a Funder’s charitable intent, for which the Funder receives no substantial return benefit and over which the Funder does not retain control. They form a grouping of funds that includes endowments and private gifts. Foundation Gift Funds begin with the letters A - L. Regent Gift Funds begin with M - Z.
GL ITD Resources In Total resource transactions recorded in the General Ledger from July 1, 2020 through the present day.
Header Hold Count The total number of holds on an Invoice This number is derived from OFC at the Invoice Header level
Hold Name The name of the hold from Oracle
This is the reason why an Invoice would be pending payment
Human Subjects Indicates (with aY/N indicator) whether the award has human subject protocols in place
IDC Rate

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.

IFIS Carryforward Amount

Balance of the index in the legacy financial system, IFIS, that was converted to the project-task in Oracle at June 30, 2020.

In Service Date

The date that the equipment or other fixed asset began to be used.

Inactive Date On the Requirements for Supplier Inquiry Report (from the Procure to Pay Panorama). The date the vendor has been Inactive. Will only populate if Supplier Profile Status is Inactive.
Inception to Date Expenditures Expenditures recorded since the project/task was created or since the beginning of Oracle Financials Cloud implementation on 7/1/20, whichever is later.
InterEntity Code 5 alpha-numeric characters that are part of the Chart of Accounts string. It is driven by the Entity value when the system requires an entry; otherwise, it will be a zero value as it has no distinctive use of its own. It is rarely used. Ex. 16242 - CEO of Medical Center
Invoice Amount Total amount of Invoice line including tax
Invoice Creation Date Date of when Invoice was created
Invoice ID Unique Oracle internal identifier for the invoice.
Invoice Line Number Line item on the Invoice that identifies a specific product purchased., If a single invoice includes more than one item, there will be one invoice line per item.
Invoice Number Unique number generated by vendor issuing an Invoice to UC San Diego.  Invoice numbers are not unique across Oracle Financials Cloud.
Invoice Payment Status Indicates whether an invoice has been paid
Invoice Source Name of original system from where the Invoice was created. Ex. UCSD Kuali, UCSD MBA, etc.
Invoice Type Defines if an Invoice is payable or a Credit Memo
Item Item Name (ex. Rug and Towel[300000017439308])
Item Description More detailed Item description.Ex. 2020/2021 Xerox Maintenance/Cost per Copy for Black & White Fleet, Office Machines (includes parts and supplies with the exception of paper)
Journal Batch An individual journal entry is either a debit or a credit transaction to the GL. Then, a journal batch is a group of individual entries. Ex. Projects A 5935384000047595501N
Journal Category Name Subledger category for the transaction, it defines the purpose of Journal entries.  Ex. Misc. Receipt, External Revenue
Journal Created by User that submitted the Journal
Journal Line Entered Credit Dollar amount for Credit transactions
Journal Line Entered Debit Dollar amount for Debit transactions
Journal Line Number Number of the Journal Line
Journal Line Number Line number of the Journal entry
Journal Name The specific General Ledger Journal that this transaction was posted in
Journal Source Source of the transaction from the subledger (Receivables, Payables, etc)

The (General) Ledger is a collection of Financial Accounts that record financial transactions against a Chart of Accounts. It is a complete record of the university's transactions over a period of time, documenting changes to assets, liabilities, net position, expenses, and revenue.

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

Line Description

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

Line Manager

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

Location 6 apha-numeric code that is part of the chartstring. It classifies a transaction by physical location or capitalized assets. It is only used in relation to capital assets. Ex. C61310 - Jacobs Hall
Location Code Classifies a transaction by physical location or capitalized Assets
Managerial Reporting Account Hierarchy L1 Alphanumeric code & description representing Level 1 of the Managerial Reporting account hierarchy where all Revenue, Expense, and Carryforward Balance accounts roll up into.  The singular value is “Managerial Resources Available”.
Managerial Reporting Account Hierarchy L2  Alphanumeric code & description representing Level 2 of the Managerial Reporting account hierarchy, which categorizes accounts into 3 categories: Beginning Net Position, Change in Net Position, and Total Capital Assets.
Managerial Reporting Account Hierarchy L3 Alphanumeric code & description representing Level 3 of the Managerial Reporting account hierarchy which further categorizes accounts. Change in Net Position has 2 L3 subcategories: Total Resources & Total Expenses. Beginning Net Position and Total Capital Assets have 1 L3 subcategory each, with the same name as L2.
Managerial Reporting Account Hierarchy L4 

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.

Managerial Reporting Account Hierarchy L5 

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.

Managerial Reporting Account Hierarchy L6 Alphanumeric code & description representing Level 5 of the Managerial Reporting account hierarchy, the posting level, which is the account number.
Managerial Reporting Fund Hierarchy L1  Alphanumeric code & description representing Level 1 of the Managerial Reporting Fund hierarchy which is All Funds
Managerial Reporting Fund Hierarchy L2 Alphanumeric code & description representing Level 2 of the Managerial Reporting Fund hierarchy which categorizes Funds into 2 subcategories: Core and Non-Core
Managerial Reporting Fund Hierarchy L3  Alphanumeric code & description representing Level 3 of the Managerial Reporting Fund hierarchy, which categorizes Funds into 4 subcategories: Core Funds, Contracts and Grants, Other Unrestricted Funds, Restricted Funds
Managerial Reporting Fund Hierarchy L4 Alphanumeric code & description representing Level 4 of the Managerial Reporting Fund hierarchy, which further categorizes L3 into subcategories. Core Funds has 1 subcategory, Contracts and Grants has 4 subcategories, Other Unrestricted Funds has 3 subcategories, and Restricted Funds has 2 subcategories
Managerial Reporting Fund Hierarchy L5 Alphanumeric code & description representing Level 5 of the Managerial Reporting Fund hierarchy, which further categorizes more detailed subcategories, for example Level 4 Tuition and Fees at Level 5 is further categorized into Non-Resident Tuition, Professional Supplemental Tuition, Student Services Fee, Self-Supporting Masters Programs, and Summer Tuition
Managerial Reporting Fund Hierarchy L6  Alphanumeric code & description representing Level 6 of the Managerial Reporting Fund hierarchy, the posting level, which is the Fund number.
Net Activity Calculated value of Debit Amount - Credit Amount
Net Zero Item It can be Y - if a transaction has been reversed/transferred, or N - if it hasn't
One-Time Anticipated Resources/Expenditures that will not be part of the ongoing Budget on a recurring basis e.g., planned expenses against carryforward balance or other resources expected to be received from other FinUnits
One-Time Multi-Year Anticipated Resources/Expenditures that will not part of the ongoing budget on a recurring basis, but will span a finite number of fiscal years
Ordered Amount Total amount of the Purchase Order including Tax
Original Transaction Reference Number

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.

Other Unrestricted Non-core, non-SOFI funds that often generate their own revenue and are considered self-supporting, e.g Recharge Funds, Auxiliary Funds, Surplus Sales, Conference Revenue Funds, etc.
Outcome Outcome of the Worklist item
Paid Invoices Number of paid Invoices
Pay Period End Date Labor Ledger field indicating the end of the period in which the payroll was processed.  Equivalent to the Accounting Date in Oracle.
Payment Method Shows method used by payee to complete payment
Payment Status It can be Fully Paid, Not Paid, or Partially Paid
Payment Terms Name When is Invoice supposed to be paid, immediately, in 30, 45, 60 days, etc. (ex. NET 30)
Pending Requisition Count Total number of pending Requisitions within Oracle Financials Cloud
Period Beginning Balance The Balance of the Account as of the start of the given fiscal period
Period Ending Balance

The result of Beginning Balance +/- Period Net Activity 

If the fiscal period is still open, Ending Balance represents balance year to date

Period Net Activity The calculated total of Credits - Debits to show total activity during the given fiscal period
PO Amount Amount that the Purchase Order was created for
PO Count Count of individual Purchase Order created within Oracle Financials Cloud
PO Distribution Amount Amount values that are associated to the Purchase Order at the chartstring distribution level. These values take into account any split Funded Purchase Orders
PO Distribution ID Unique Id to allocate Costs for goods or services to different Charge Accounts There could be multiple Charge Accounts for each shipment line
PO Status

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.
Position Number Alphanumeric value indicating the identifier for an approved position to which an employee is appointed. Each position has a unique position number.
Posting Date Date the transaction posted to the ledgers.
Preparer Name The name of the individual who prepared and submitted the Requisition for approvals
There is only ever one preparer per Requisition
Principal Investigator

Controls and monitors the technical direction and academic quality of Research Projects such as laboratory studies or clinical trials

Ensures that Projects comply with the terms, conditions, and policies defined by the Sponsor and the Institution

Owns ultimate responsibility for the management of the Sponsored Research Award, especially in cases where funding is obtained from federal agencies such as the NIH


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

Project 7-digit number that is part of the Chart of Accounts string, used by the PPM module. It tracks financial activity related to a sponsored project, a capital project, or a general project that may have a start and end date, often spanning fiscal years. Ex. 1001234 - Dr. Karen Smith’s Start-Up Package
Project Class Category A broad grouping within which you can classify projects, e.g., "Cost Tracking."
Project Class Code A subset of the class category, e.g., "Faculty Discretionary." An abbreviation is placed at the beginning of the project name for class codes, e.g., "FD."
Project Classification Consists of a project class code and a project class category, which is a grouping of project class codes. It provides a way of identifying the type of activity the project is for and is useful for grouping and reporting. Ex. Cost Tracking - Faculty Discretionary
Project End Date

The End Date associated with the Project

Active Projects can have an End Date

All PPM transactions must have an Expenditure Item Date within the Project Start Date and Project End Date in order to post to the project.

Project Manager The person or role ultimately responsible for oversight of financial activity occurring on the project.
Project Fund Manager The person or role responsible for performing the administrative functions (e.g. reconciliation and review) for financial activity occurring on the project.
Project Organization The organization that has responsibility for administering and managing the project (e.g., approval, reconciliation, and review). For example:  Chemistry and Biochemistry. The project organization has a 1:1 relationship with the GL financial unit.
Project Status 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.
Rejected: n/a for UCSD.
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.
Project Task Number of tasks associated with the project
Project Type Designates the Project use within the OFC system, possible options are: UCSD General Project, UCSD Capital Project, UCSD Default Project, and UCSD Sponsored Project.
Purchase Order Number Unique ID that is given to each Purchase Order within Oracle Financials Cloud
Purchase Requestor Name Name of Purchase Order requester
Receipt Accounted Amount Dollar amount accounted for the Receipt
Receipt Comments Comments entered during the Receipt creation
These could be customer specific comments, or bank comments related to the electronic transaction or cashier's comments provided with the payment, etc.
Receipt Number Unique identifier for the Receipt within the system
Receipt State Code What is the state of the Receipt:, applied, unapplied, unidentified, reversed, etc.
Receipt Status What is the state of the Receipt, applied, unapplied, unidentified, reversed, etc.
Receipt Type It can be Standard or Miscellaneous
Recurring Core Budget

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 Sponsor Code

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

Req to PO Time in Days The total number of days that it took from Requisition Submission Date to PO Create Date
This time is considered how long it took for a Requisition to be converted to a Purchase Order
Requester Full Name The name of the individual who requested the item within the requisition
There can be multiple requesters per Requisition
Requisition A requisition is generated when a Cart is submitted in Oracle Procurement and remains a Requisition for the duration of necessary approval steps within UC San Diego. It also generates a Purchase Order (PO) for each supplier on the Requisition
Requisition Approved Date The date that the Requisition within Oracle Financials Cloud was approved
Only approved Requisitions will contain this date
Requisition Header Amount Total sum amount of the Requisition that was approved
Requisition Header ID OFC value that is unique to each Requisition
This value is used to direct users to the OFC UI
Resources Available

The Current Resources available based on the Accounting Period provided in parameter; depending on the report, calculated as:

  • Ending Net Position - Capital Equipment (GL Project Balances)
  • Ending Net Position - Capital Assets (Financial Deficit Report - Operating Funds)
Revenue Balance This is the calculated amount of the Revenue Amount - Cost
Revenue Balance Without Committed Cost This is the calculated amount of the Revenue Amount - Cost - Total Committed Cost
Revenue Category The Revenue Category classifies the Expenditure Type into a Revenue Group
Examples include Capital Expense, Direct Costs, Program Income, Indirect Costs, and other sources
Reversal Reason Reason for the Reversal of the Receipt
Reversal Reason Code System code for the Reversal
Role The employee's assigned role within the OFC system
  • 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
Site Primary Purpose Indicator Primary indicator for the site, usually defaulted to Bill-to, since specific site can have multiple site purposes
Site Profile Class Class associated with the Customer Site (ex. Federal, Foreign, Local, Private, Public, State, etc.)
Site Profile Class Description Class description associated with the Customer Site (ex. Federal, Foreign, Local, Private, Public, State, etc.)
Site Profile Delivery Method Preferred method for the Customer for Invoice Delivery (auto-generated and emailed or printed and delivered by the department)
Site Profile Generate Bill Indicator Indicated if the Invoices will be generated for this Customer site
Source Did this transaction come from a subledger? If so, which one?
SPARCM Invoice Number Unique ID associated with each Invoice created through SPARCM, which is an AR and Cash Management tool used mainly by SPF
Sponsor Award Number Unique identifier given to the award by the external sponsor
Sponsored Flag Y/N - Designates if the Project is Sponsored or not
The report shows only Projects with Sponsored Flag = N
Supplier Supplier is composed of Supplier Number and Supplier Name
This value is the company that was utilized to fulfil an product or service
Supplier Profile Status This is the status that allows you to see if a Vendor is active within the system. Active means that the site is active and available for use of payment. If conditions are the opposite, it is inactive.
Task End Date

The date the task becomes inactive

Task Manager

Individual that has been identified in the system as responsible for a Task within a Project

Task Managers are identified in the system as last name, first name

Task Number

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 UCSD 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.

Task Start Date

The dates the task becomes active

Total Expenses Total of Expense Accounts according to the Managerial Reporting Account hierarchy, calculated YTD from fiscal year start through the Accounting Period provided in the parameter
Total Resources

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

Transaction Class Code ex. INV
Transaction Number

A reference value that provides more information about the transaction

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 Source The source system where the cost was imported from.
Transaction Status Status of the transaction (ex. Incomplete, Complete)
Transfer Status Code Indicator if a transaction moved to the corresponding subledger, PPM or AP, etc. Values are ‘Y’ or null
Transfer To Type of Adjustment and the Direction
Transferred By Name of user who performed the Transfer or adjustment
Unallocated Amount Total Dollar Amount Unallocated based on parameters provided
Click on the performance tile to see the rows that make up the overall count
Unbudgeted Amount Total Dollar Amount Unbudgeted based on parameters
Unpaid Invoices Number of unpaid Invoices
Validation Status Indicates whether the Invoice has been validated or not
VSE Category Fund Hierarchy Voluntary Support of Education (VSE) is a categorization developed by the Council for Advancement and Support of Education for reporting on philanthropic support within higher education institutions in the United States. VSE Category is the broadest classification of gift fund purpose; an example is “Student Financial Aid.” This hierarchy has two levels, each of them represented by alphanumeric codes & descriptions.
VSE Subcategory Fund Hierarchy VSE Subcategory has three levels that further define a broad gift fund purpose; examples include “Department Support” and “Endowed Chairs.”
Workflow Status Workflow Status - this is the status of the approval workflow for this Cost adjustment
Workflow Participant Approver Group Name for the Worklist item
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