BAIRS Data Dictionary

This data dictionary provides definitions of all fields available in BAIRS. This dictionary will be primarily useful for building custom pivots and reports, or for modifying canned reports.

Fields which appear only in detail reports (Standard, Expanded, Customer, etc.) are noted with "(Detail only)" in this dictionary. Fields which appear only on specific reports are so noted. All other fields appear in both summary and detail reports.

When there are multiple options for a particular field, an asterisk (*) indicates the recommended field for a given value for custom reports and pivots. For example, Final_Fy is the recommended value to display the fiscal year, rather than Fiscal Year.

Click on a letter below to see the definitions of items beginning with that letter.

A

Account Code: The value from the account field on a transaction, or on a ledger balance.

Account Effective Date: (Transaction Verification & Transaction Verification Super only.) Indicates the date the account's status last changed (e.g. the date the account became active or inactive). See also Account Status Code.

Account Level 4 Desc: The description which corresponds to the Account Level 4 Node and the account tree. This description is displayed above the transactions and subtotals on the Standard Detail Report alongside the Account Level 4 Node (i.e. 51XXX = "Staff Salaries").

NOTE: For the Customer Reports this node is from a different tree, which organizes the accounts into larger categories as requested by campus users via the BFS Focus Group.

Account Level 4 Node: The code from the account tree at level 4 which identifies the account group in which the transaction or ledger balance belongs. Also sometimes referred to as "BUDSUM account" or "rollup" account.

Example of use: the Standard Detail Report provides subtotals by the Account Level 4 Node, and the node is identified in the header above the transactions which precede the subtotal (i.e. 51XXX).

NOTE: For the Customer Reports this node is from a different tree, which organizes the accounts into larger categories as requested by campus users via the BFS Focus Group.

Account Open Item Desc: A text field indicating which other field is used in open item reporting for this account. This field is necessary for central accounting and is not used by departments.

Account Open Item Flag: A one letter code (Y or N) indicating whether or not the account is involved in open item reporting. This field is necessary for central accounting and is not used by departments.

Account Status Code: (Transaction Verification & Transaction Verification Super only.) A one letter code (I or A) which indicates whether an account is currently Inactive or Active in BFS.

Account Type: A one letter code which identifies the type of account. This field is generally not used in departmental reporting.

Value List

A = Assets (generally not used by departments)
B = Budget Summary (can only be used in budget entries)
E = Expense (most commonly used by departments)
F = Fund Balance
L = Liabilities
P = Provision
R = Revenue

Account Type Descr: The descriptive label corresponding to the Account Type. See Account Type definition for list of values.

Account Ucop Object Code: A four digit code identifying the "object code" in the UC corporate chart of accounts which corresponds to the BFS account. This field is necessary for central accounting and is not used by departments.

Accounting Period: Numeric value representing the period in which the transaction was entered into the ledger. Begins with 1 for July as the start of UC's fiscal year, so 1 = July, 2 = August, 3 = September, etc. Period 0 represents carryforward balances from prior years (particularly important for contracts and grants), and other periods such as 998 and 999 (rarely shown on canned reports) are for campus-wide adjustments. Departments do not need to be concerned about periods 998 or 999.

AcctGroups: (Plant ChartField1 Summary only.) This field prints out a description of the accounts involved.

Account Code between Printed Value
30000-39999 Fund Balance Accounts
40000-49999 Revenue Accounts
50000-59999 Expenditure/Provision Accounts
19700-19799 CIP Accounts

AcctGroupsOrder: (?????? only.) This field is to allow a different ordering of the account groups than by the account number. If the accounts are in Fund Balance Accounts, then this field shows 1. If there are Revenue Accounts, then 2, if Expenditure/Provision Accounts, then 3 and if they are CIP Accounts then they 4. Not used for departmental reporting.

AcctSubtotal: (Income & Expense only.) If the Final_Acct_Type is Revenues or Recharge, this field prints "Total Revenues and Recharge." If Final_Acct_Type is Expenses this field prints "Total Expenses". For all other account types (i.e. liabilities, asset, or fund balance) this field prints "Other".

Actuals* or Actuals Amount*: Dollar amount from the Actuals ledger. In the case of detail reports, this will generally be the amount of the actual expense (or revenue) of a specific transaction (financial journal, voucher, etc.). In summary reports, this amount represents the change to the ledger balance, and when added together (in the canned reports or in a pivot), it is the total expenses (or revenues) to date.

ActualsWOBB: (Customer Report only.) The total Actuals ledger activity (e.g. expenses) for the period(s) covered in the report. For example, if you request a report for September and October, this will be the sum of all actuals entries posted in September and October. This field appears on the detail reports (Current Activity Detail) in the column labeled Actuals, because the Current Activity Detail displays ONLY those entries which occurred in the period(s) requested when you ran the report. (The WOBB stands for WithOut Beginning Balances.)

Amount: (Transaction Verification & Transaction Verification Super only.) This field prints the "amount" of the transaction, be it tempbudg, actuals , etc. If it nets to zero, it prints zero. For example, if a budget journal for $1000 was the source of the transaction, the amount column would have $1000; if the transaction was a $450 charge to your expenses in the actuals column, the amount would be $450.

AprilActualsAmt: (Monthly Expense only.) See JulyActualsAmt.

As-of-Date: (GL Summary, Income & Expense by Dept ID and Plant ChartField1 Summary only.) This field represents the last time this row of information was updated. Not to be confused with the As of Date field shown on the page header of the printed reports. Not advised for department users.

AugActualsAmt: (Monthly Expense only.) See JulyActualsAmt.

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B

Balance: The sum of the temporary budget plus actuals, encumbrances, and pre-encumbrances for the period covered in the report.

Begin_Actuals: (Standard & Expanded Detail only.) The beginning balance in the Actuals ledger for the period covered in the report. For example, if you request a report for September and October, this will be the beginning actuals balance for September (generally your beginning expense balance). This field appears on the report itself on the subtotal line labeled "Beginning Balance" in the Actuals column. It is generally not recommended that users utilize this field for custom reports or pivots.

Begin_Balance: (Standard & Expanded Detail only.) The beginning balance (temporary budget plus actuals, encumbrances and pre-encumbrances) for the period covered in the report. For example, if you request a report for September and October, this will be the beginning balance for September. This field appears on the report itself on the subtotal line labeled "Beginning Balance" in the Balance column. It is generally not recommended that users utilize this field for custom reports or pivots.

Begin_Bal_Limit: (Detail only.) This calculated field is used in the programming of the report to remove extraneous beginning balances from multiple period detail reports. It should not be modified, removed from the report or used for custom pivots or reports.

Begin_Encumbrance: (Standard & Expanded Detail only.) The beginning encumbrance balance for the period covered in the report. For example, if you request a report for September and October, this will be the beginning encumbrance balance for September. This field appears on the report itself on the subtotal line labeled "Beginning Balance" in the Encumbrance column. It is generally not recommended that users utilize this field for custom reports or pivots.

Begin_Pre_Encumbrance: (Standard & Expanded Detail only.) The beginning pre-encumbrance balance for the period covered in the report. For example, if you request a report for September and October, this will be the beginning pre-encumbrance balance for September. This field appears on the report itself on the subtotal line labeled "Beginning Balance" in the Pre-Encumbrance column. It is generally not recommended that users utilize this field for custom reports or pivots.

Begin_Tempbudg: (Standard & Expanded Detail only.) The beginning balance in the temporary budget for the period covered in the report. For example, if you request a report for September and October, this will be the beginning tempbudg balance for September. This field appears on the report itself on the subtotal line labeled "Beginning Balance" in the Tempbudg column. It is generally not recommended that users utilize this field for custom reports or pivots.

Begin_Value: (Standard & Expanded Detail only.) Indicates ("yes" or "no") whether or not the transaction is a beginning balance. This field is used in the report's programming to remove extraneous beginning balances and should generally not be used in custom reports or pivots.

BegMonth: (Detail only.) A field which displays the first month for which the report contains data. For example, if you requested September and October data, this column would display September.

Business Unit*: Combination of Business Unit Code and Business Unit Description (i.e. "1 – Berkeley" or "J – Office of the President"). This is the recommended field for use in custom reports or pivots.

Business Unit Code: 1 character Business Unit, part of the chart of accounts: 1 represents Berkeley; J represents Office of the President.

Business Unit Description: Name corresponding to Business Unit Code (i.e. "Berkeley" or "Office of the President").

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C

ChartField1 Desc: The description corresponding to ChartField1, identifying what activity or project ChartField1 represents.

ChartField1 Effective Date: (Transaction Verification & Transaction Verification Super only.) Indicates the date the status last changed (e.g. the date the activity or project associated with ChartField1 became active or inactive). See also ChartField1 Status Code.

ChartField1 End Date: The end date for the activity or project associated with ChartField1, as it was setup in BFS. Note: This end date is for reference only and does NOT affect the use of ChartField1 in BFS.

ChartField1 Manager PI Name: The project manager/principal investigator as defined in BFS. This optional field might include the Project Manager's name from Capital Projects or the faculty member's name for Faculty Startup/Retention.

ChartField1: The value from ChartField1 on a transaction or ledger balance. The Final Project or Real Project value is recommended over this field for custom reports or pivots.

ChartField1 Start Date: The start date for the project or activity associated with ChartField1 as it was setup in BFS. Note: This start date is for reference only and does NOT affect the use of ChartField1 in BFS.

ChartField1 Status Code: (Transaction Verification & Transaction Verification Super only.) A one letter code (I or A) which indicates whether a ChartField1 is currently Inactive or Active in BFS.

ChartField2: The value from ChartField2 on a transaction or ledger balance. The Final Flex or Real Flex value is recommended over this field for custom reports or pivots.

ChartField2 Desc: The description of ChartField2 as entered by the preparer/department to which it belongs.

ChartField2 Effective Date: (Transaction Verification & Transaction Verification Super only.) Indicates the date the ChartField2's status last changed (e.g. the date the ChartField2 became active or inactive). See also ChartField2 Status Code.

ChartField2 Manager PI Name: A field not currently in use.

ChartField2 Status Code: (Transaction Verification & Transaction Verification Super only.) A one letter code (I or A) which indicates whether a ChartField2 is currently Inactive or Active in BFS.

ComboError: (???? only.) The field prints a variety of error messages depending on the value of the the TotalErrorNum.

If TotalErrorNum equals Printed Value
1 Improper Revenue Account
10 Expense account other than 56240
11 Improper Revenue Account, expense acct other than 56240
15 Entry should not have a Project No. if Total

CTS: (Transaction Verification & Transaction Verification Super only.) If the vendor ID is 381868 (US Bank Trust) or 4343 (American Express), then it marks the field as CTS (campus travel system reimbursement).

Current Year MTD (MTD=Month to Date): (Two Year Actuals Comparison only.) A calculated field that prints either the Current Year MTD calc (if there is one), otherwise it prints a "0" (rather than an empty field).

Current Year MTD calc (MTD=Month to Date): (Two Year Actuals Comparison only.) A calculated field that prints the actuals amount if the line reflects the most recent fiscal year and the accounting period requested on the report. For instance if you selected August 2003-4, it would print the actuals amount only for the rows that are dated August 2003-4.

Current Year YTD (YTD=Year to Date): (Two Year Actuals Comparison only.) A field that prints either the Current Year YTD calc (if there is one), otherwise it prints a "0" (rather than an empty field).

Current Year YTD calc: (Two Year Actuals Comparison only.) A calculated field that, if the fiscal year equals the most recent requested year on the report, prints the totals.

CY_Actuals (CY=Current Year): (Customer Report only.) The total actuals (e.g. expense) activity for the period(s) covered in the report – the "current" periods. For example, if you request a report for September and October, this will be the sum of all actuals entries posted in September and October. This field appears on the Customer Report (summary) in the Current Activity column for Actuals and matches the totals on the Current Activity (detail) section of the Customer Report.

CY_Tempbudg (CY=Current Year): (Customer Report only.) The total temporary budget activity for the period(s) covered in the report  – the "current" periods. For example, if you request a report for September and October, this will be the sum of all temporary budget entries posted in September and October. This field appears on the 9 Column Customer Report (summary) in the Current Activity column for budget and matches the totals on the Current Activity (detail) section of the Customer Report.

CYBalance (CY=Current Year): (Income & Expense only.) The sum of CY Temp + Actuals + Encumbrance + Pre-encumbrance.

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D

DecActualsAmt: (Monthly Expense only.) see JulyActualsAmt.

DeptDescrMod: (????????? only.) If the Account Group is 30000-39999 (ie Fund balance accounts) this field will print "Fund Balance Accounts." Otherwise it will print the Org L4 Department Desc.

Dept ID: The value from the Dept ID field on a transaction or ledger balance.

Dept ID Desc: The description corresponding to the Dept ID, generally containing descriptive information about the department that "owns" the Dept ID and what that code represents within the department.

Dept ID Effective Date: Indicates the date the Dept ID's status last changed (e.g. the date the org became active or inactive). See also Dept ID Status Code.

Dept ID Health Sci Code: A one digit code used in financial reporting to the Office of the President (UCOP) for tracking health sciences. 1=General campus, 2=Health Sciences. This field is not used for departmental reporting.

Dept ID Health SCI Desc: The descriptive label corresponding to the Dept ID Health SCI Code.

Dept ID Manager PI Name: This field is currently not in use but is stored in the BAIRS database for possible future use.

Dept ID Sau Code: A one digit value for the program used in financial reporting to the Office of the President (UCOP) on J accounts that tracks activity into groupings such as DANR (Division of Agriculture and Natural Resources), MRUs (Multi-campus Research Units), etc. Not typically used for departmental reporting. (Sau=Systemwide Administrative Unit).

Dept ID Sau Desc: The descriptive label corresponding to the Dept ID Sau Code. Not typically used for departmental reporting.

Dept ID Status Code: A one letter code (I or A) which indicates whether a Dept ID is currently Inactive or Active in BFS.

Desc*: (Detail only.) Short for Description, this is the information displayed in the Description field itself on the report. The source of the data in this field depends on the type of transaction. If the transaction is a purchase order, requisition or voucher (including PCard), the Desc is the Vendor Name. If the transaction is a budget or financial journals, it is the Journal Line Description.

NOTE: This field will be different sometimes between the Standard and Expanded Detail reports. If the feeder system (such as CARS) feeds detailed information to BFS, the details will appear on the Expanded Detail report as individual lines. The Standard Detail report will display as one summarized line all the detail lines for any particular chartstring.

NOTE: On the Customer Report, this field will display the employee's name for Payroll entries which occurred in January 2001 or later.

Doc_Date*; (Detail only.) The source of the Doc_Date field varies depending on the type of transaction. If the transaction is a purchase order, this is the PO date; if it's a requisition, it's the Req date; if it's a voucher (including PCard and zero adjustments), it's the invoice date. If the transaction began as a financial or budget journal, it is the journal date.

Doc_Id*: (Detail only.) The source of the Doc_Id field varies depending on the type of transaction. If the transaction is a purchase order, this is the PO number; if it's a requisition, it's the Req number; if it's a voucher (including PCard and zero adjustments), it's the voucher number. If the transaction is a financial or budget journal, it is the journal id.

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E

Employee Name: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field will contain the name of the employee who was paid, as it is carried in the Payroll/Personnel System (PPS). It is blank for all other transactions.

Employee No: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field will contain the employee ID of the employee who was paid. It is blank for all other transactions.

Encumbrance Amount*: Dollar amount of encumbrances (purchase orders and Physical Plant/Capital Projects liens). In the case of detail reports, this will be the amount of the purchase order or lien, or the release of a purchase order or lien. In summary reports, this amount represents the change to the total encumbrances, and when added together (in the canned reports or in a pivot), the total encumbrances to date.

EndMonth: (Detail only.) A field which displays the latest month for which the report contains data. For example, if you requested September and October data, this column would display October.

ExpAcctErrorMsg: (????? only.) If the Fund is an Unexpended Plant Fund, and the account is 56240, then this field prints a 10.

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F-G-H-I

FebActualsAmt: (Monthly Expense only.) see JulyActualsAmt.

Final_Acct_Type: (Income & Expense only.)

Account Code between Printed Value
40000 and 49999 Revenues
50000 and 58999 Expenses
59000 and 59999 Recharge
Other range Other

FinalBalance: (Income & Expense only.) The sum of PYBalance and CYBalance for the period covered in the report.

Final_Fy*: The Fiscal Year displayed in a familiar format (i.e. 2000-01).

Final Flex*or Real Flex*: If the ChartField2 field is empty (no ChartField2 is present), this field will print the word "Blank" rather than simply an empty space. This field is variably labeled "final" or "real" depending on the report, but it serves the same purpose. This is generally preferred over ChartField2 for reporting, since the ChartField2 will print an empty space in the case of blank ChartField2s.

Final_Month: (Transaction Verification & Transaction Verification Super only.) A calculated field that prints the name of the month if run for a single month, or if run for a range of months, it prints "From ______ to ____". For instance, if you ran your report for September and October, this field would print "From September to October."

Final_Preparer: (Transaction Verification & Transaction Verification Super only.) This field prints the preparer's name if available, and prints the word "Batch load; no preparer" if the transaction was created by batchload.

Final Project* or Real Project*: If ChartField1 is empty (no ChartField1 is present), this field will print the word "Blank" rather than simply an empty space. This field is variably labeled "final" or "real" depending on the report, but it serves the same purpose. This is generally preferred over ChartField1 for reporting, since ChartField1 will print an empty space in the case of blank ChartField1s.

Final_Transaction_Type*: (Detail only.) Identifies the type of transaction displayed on detail reports.

BBAL Beginning Balance
PO Purchase Order
REQ Requisition
VCHR Voucher
PCARD Procurement Card charge
FJRNL Financial Journal
BJRNL Budget Journal

Fiscal Year: The Fiscal Year displayed as a 4 character number, as it is in the BFS ledgers. It is always the second of the two calendar years involved in the fiscal year (i.e. 2001 for 2000-01).

FlexorBlank*: (Monthly Expense only.) If ChartField2 is empty (no ChartField2 is present), this field will print the word "Blank" rather than simply an empty space. This field is sometimes labeled Final Flex or Real Flex depending on the report, but it serves the same purpose. This field is generally preferred over ChartField2 for reporting, since ChartField2 will print an empty space in the case of blank ChartField2s.

FlextoBlank: (Plant ChartField1 Summary only.) see FlexorBlank.

Fund Award Type Code: A one number code for extramural funds which indicates the type of fund. Field is blank for non-extramural funds.

Value List

1 = Coop agreement
2 = Contract
3 = Grant
4 = Gift
Fund Award Type Desc: The descriptive label corresponding to the Fund Award Type Code. See Fund Award Type Code definition for list of values.

Fund Central Flag: This is a field in BFS, but we are not currently using it. Therefore, it is blank in BAIRS 2.

Fund Cfda No: This field is not typically used by departmental users. This field represents the number assigned in the Catalog of Federal Domestic Assistance. The Catalog of Federal Domestic Assistance (CFDA) is a government-wide compendium of Federal programs, projects, services, and activities which provide assistance or benefits to the American public. Further information may be found at the CFDA website.

Fund Code: The value from the fund field on a transaction or ledger balance.

Fund Description: The description corresponding to the Fund Code, usually containing descriptive information about the source of the funding. Sometimes called the fund title.

Fund Effective Date: Indicates the date the fund's status last changed (e.g. the date the fund became active or inactive). See also Fund Status Code.

Fund Endow Dept ID: The Dept ID which receives the endowment interest from the fund.

Fund Endow Dept ID Desc: The descriptive label corresponding to the Fund Endow Dept ID.

Fund Endow Restriction Code: This field is not typically used for departmental reporting. A five-digit restriction code assigned by UC Office of the President (UCOP) for endowment funds. The first 2 digits identify specific restriction such as true endowment, funds functioning as endowment, annuity funds, etc. It also indicates whether the restriction was stipulated by the donor or The Regents and indicates the general use of the fund. The second 2 digits identify the purpose in more specific uses of the endowment income. The purposes may include research, scholarships and fellowships, purchases of library books, endowed chairs, etc. The last digit indicates the location, i.e. the campus to which the endowment income is to be distributed, as designated by the donor or the Regents.

Fund Expend By Date: The date by which the fund (contract/grant) should be expended according to the terms. Not consistently filled in at this time. See the date in the Fund Description. \

Fund Flow Through Code: A one digit code indicating how much, if any, of an extramural fund is federal money. Field is blank for non-extramural funds.

Value List

1 = 100% Non-federal Funds
2 = Partial Federal Funds
3 = 100% Federal Funds
4 = Campus Fdn Gift from Endowment
5 = Campus Fdn Gift Not Endowment

Fund Flow Through Desc: The descriptive label corresponding to the Fund Flow Through Code. See Fund Flow Through Code definition for list of values.

Fund Liened By Date: This field is not typically used for departmental reporting. This field was established for use with Plant state and federal funds that have specified dates for liening Plant projects.

Fund Manager PI Name: For extramural contracts & grants, this field contains the primary Principal Investigator's name.

Fund On Off Campus Award Code: A one digit code indicating whether an extramural project is being conducted on- or off-campus, for the purposes of the fund's overhead rate.

Value List

1 = On Campus
2 = Off Campus

Fund On Off Campus Award Desc: The descriptive label corresponding to the Fund On Off Campus Award Code. See the Fund On Off Campus Award Code definition for list of values.

Fund Overhead Base Code: A one letter code assigned to the fund which determines which BFS accounts carry overhead for that fund. Contract & grant funds only.

Fund Overhead Base Desc: A brief definition of the Fund Overhead Base Code. For example, base code G carries the description "No Indirect Costs," meaning the fund is exempt from overhead. Contract & grant funds only.

Fund Overhead Rate: The rate at which overhead is incurred on appropriate direct costs for the fund. Contract & grant funds only.

Fund Restriction Code: A one letter code indicating whether or not a fund carries restrictions on its use.

Value List

G = General
R = Restricted
U = Unrestricted

Fund Restriction Desc: The descriptive label corresponding to the Fund Restriction Code. See Fund Restriction Code definition for list of values.

Fund Sponsor Category Code: A two digit code indicating the category into which the sponsoring agency of a contract or grant falls (e.g. 01 indicates Federal, 02 indicates State).

Fund Sponsor Category Desc: The descriptive label corresponding to the Fund Sponsor Category Code (e.g. "Federal").

Fund Sponsor Code: A four digit number corresponding to the sponsoring agency of an extramural contract or grant.

Fund Status Code: A one letter code (I or A) which indicates whether a fund is currently Inactive or Active in BFS.

Fund Stip Code: A one letter code indicating where STIP (Short Term Interest Pool), which is earned on the fund, is directed (to the Office of the President, back into the fund, or to the Chancellor's Fund).

Fund Stip Desc: The descriptive label corresponding to the Fund Stip Code.

Fund Stip Dept ID: The Dept ID which receives the STIP income from the fund.

Fund Stip Dept ID Desc: The descriptive label corresponding to the Fund Stip Dept ID.

Fund Type Code: A one letter code indicating whether or not a fund is permanently budgeted.

Value List

B = Budgeted
N = Non-budgeted

Fund Type Desc: The descriptive label corresponding to the Fund Type Code. See Fund Type Code definition for list of values.

FundGroups: (Plant ChartField1 Summary only.) If the fund code is between 00300-01599, this field prints "Unexpended Plant Funds" otherwise it prints "Other Funds".

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J

JanActualsAmt: (Monthly Expense only.) see JulyActualsAmt.

Journal Hdr Desc: (Detail only.) The first 30 characters from the Long Description field on the journal Header panel in BFS.

Journal Hdr Long Desc: (Detail only.) The full text from the Long Description field on the journal Header panel in BFS.

Journal Hdr Reference Num: (Detail only.) The text from the (optional) Reference field on the journal Header panel.

Journal Id: (Detail only.) The journal id from the BFS ledgers which corresponds to the transaction displayed. This is NOT the recommended field for custom reports or pivots, as for AP/PO transactions (such as purchase orders), the user would probably prefer the PO number to the journal id. See Doc_Id.

Journal Interfund Type Code: (Detail only.) Identifies the amount type for Actuals entries; in other words, it identifies whether a transaction is an actual expense, encumbrance, or pre-encumbrance. The field is blank or F for financial (actuals), E for encumbrance, and P for pre-encumbrance.

Journal Interfund Type Desc: (Detail only.) The description corresponding to the Journal Interfund Type Code (e.g. "Encumbrance" or "Pre Encumbrance").

Journal Line: (Detail only.) The journal line number.

Journal Line Amount Type: (Detail only.) This field notes whether an amount is an encumbrance, a pre-encumbrance or neither. EN = encumbrance, PR = pre-encumbrance, __(blank) = none of the above. Field not used for departmental reporting.

Journal Line Desc: (Detail only.) The text from the journal line description field of a financial or budget journal. This is NOT the recommended field for custom reports or pivots, as for some transactions (such as purchase orders) the user might prefer to see the Vendor Name. See Desc.

NOTE: This field will be different sometimes between the Standard and Expanded Detail reports. If the feeder system (such as CARS) feeds detailed information to BFS, the details will appear on the Expanded Detail report as individual lines. The Standard Detail report will display as one summarized line all the detail lines for any particular chartstring.

Journal Line Open Item Status: (Detail only.) A field used centrally to designate a journal line as belonging to an "open item" category. Values are C = closed item, N = not an open item account, and O = open item. Transactions in the "O" category are tracked by reference number for central reconciliation purposes. This is not a departmental field.

Journal Line Reference: (Detail only.) The text or numbers from the reference field of the journal line displayed. In the case of temporary budget journals, this field contains the Transaction Code.

Journal Posted Date: (Detail only.) Date the journal was posted.

Journal Unpost Seq: (Detail only.) Indicates whether or not the journal was unposted. This field is used by central campus units only.

JuneFinalActualsAmt: (Monthly Expense only.) This field represents June and any adjustment period actuals.

JuneFinalHdg: (Monthly Expense only.) This field prints out "June Final" if the accounting period is greater than 12 (i.e. has adjustment periods included), otherwise it prints out "June". Not recommended for dept reporting.

JulyActualsAmt: (Monthly Expense only.) This field contains the Actuals for accounting period 1 (or July). The other months are also represented on the report and they contain their month's corresponding actuals (i.e. AugActualsAmt has the Actuals amount for period 2 or August).

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K-L

Last Update Date: (Detail only, though not in Standard Detail Report.) Date the record was last updated in the database.

Ledger Code: Indicates which ledger is involved in the transaction or balance change (i.e. TEMPBUDG, ACTUALS). This field is generally not used by departmental users.

Ledger Desc: Describes the ledger indicated in the Ledger Code (e.g. "Temporary Budget").

LienErrorMsg: This field prints a 20 if the Fund is an Unexpended plant fund and the account is a revenue and the encumbrance is zero, or if the account is a fund balance account and the encumbrance is zero, or if the account is an expenditure/provision account and the encumbrance equals zero.

LimitBBAL: (Customer Report only.) This calculated field is used in the programming of the report to remove extraneous beginning balances from multiple period detail reports. It should not be modified, removed from the report or used for custom pivots or reports.

LimitType: (Customer Report only.) A calculated field used to hide rows containing zeros in all the amount fields for the detail sections of the Customer Report. For the "Current Activity Detail" reports, a local limit is applied to the Results using this field to avoid printing rows with zeros in the amount columns. This field is not recommended for use in custom pivots or reports. It is recommended that users do not modify or delete this field or remove it from the Limit command line.

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M-N

MajorAcctGroups: (Plant ChartField1 Summary only.) If the Account groups is CIP accounts (i.e. accounts beginning 197XX) then this field prints "CIP Account Projects" otherwise it prints "Before Projects."

Major Project: (Plant ChartField1 Summary only.) This field subtracts the first and the fifth character from the ChartField1 field.

MajorProjectMod: (??????? only.) This field prints the Major Project or "blank."

MajorProjectorblank: (Plant ChartField1 Summary only.) This field prints the Major Project or "blank."

MarchActualsAmt: (Monthly Expense only.) see JulyActualsAmt.

Match Verification Flag: (Detail only.) Indicates whether or not the line from the accounting line table posted. The value "E" in this field indicates there was an error and the line was NOT posted, usually due to an invalid chartstring.

Max_Month: (Detail only.) A calculated field which displays the latest month for which the report contains data. For example, if you requested September and October data, this column would display October.

MayActualsAmt: (Monthly Expense only.) See JulyActualsAmt.

Min_Month: (Detail only.) A calculated field which displays the first month for which the report contains data. For example, if you requested September and October data, this column would display September.

Min_Period: (Detail only.) A calculated field which displays the lowest accounting period value in the data you requested. For example, if you requested September and October data (accounting periods 3 and 4 respectively), the column will display 3 for September.

Month_Range: (Detail only.) A calculated field which displays the range of months for which you ran your report. For example, if you requested September, October and November data, you will see "From September to November" in this field. It appears in the header of the report (top left).

MTD Difference (MTD=Month to Date): (Two Year Actuals Comparison only.) Current Year MTD minus Previous Year MTD.

NovActualsAmt: (Monthly Expense only.) See JulyActualsAmt.

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O

OctActualsAmt: (Monthly Expense only.) See JulyActualsAmt.

Org L2 Control Unit Node: The code from the organizational tree at level 2 which identifies the control unit in which the transaction or ledger balance belongs.

Org L3 Division Node: The code from the organizational tree at level 3 which identifies the division, within the control unit, in which the transaction or ledger balance belongs.

Org L4 Department Node: The code from the organizational tree at level 4 which identifies the department, within the control unit and division, in which the transaction or ledger balance belongs. Most departments/units are at the L4 or L5 level.

Org L4 Department Desc: The description which corresponds to the Org L4 Department Node and the organizational tree at level 4. Most departments/units are at the L4 or L5 level.

Org L5 Discipline Group Node: The code from the organizational tree at level 5 which identifies the subdivision (optional) of the department in which the transaction or ledger balance belongs. Most departments/units are at the L4 or L5 level.

Org L6 Sub Unit Node: The code from the organizational tree at level 6 which identifies the sub-unit (optional) of the department or discipline/group in which the transaction or ledger balance belongs.

OrgDescrMod: (???????? only.) If the AcctGroups is Fund Balance Accounts, it prints "Fund Balance Accounts," otherwise it prints the Dept ID Desc.

OrgCodeMod: (???????? only.) If the AcctGroups is Fund Balance Accounts, it prints "Fund Balance Accounts," otherwise it prints the Dept ID.

Origin: This is a three letter field which has additional information for AP/PO transactions (i.e. PCard entries, or POs sourced from Requisitions). Non AP/PO rows are blank.

Value List

FED = Federal Express
ONC = On-Line Central Office
OND = On-Line Department
PRO = Procard
REQ = PO Sourced from Requisition
SFT = SOFT-LIEN
ZER = Zero Adjustment

Origin Descr: The descriptive label for Origin.  See Origin definition for list of values.

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P-Q

Payroll Dos Code: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field will contain the three character DOS (description of service) code for the pay. It is blank for all other transactions.

Payroll Hourly Rate: (Customer and Payroll Exception Reports only.) For hourly Payroll transactions posted in January 2001 or later, this field will contain the hourly payroll rate for the employee. It is "0" for other transactions.

Payroll Hours Worked: (Customer and Payroll Exception Reports only.) For hourly Payroll transactions posted in January 2001 or later, this field will contain the number of hours for which the employee was paid. It is "0" for other transactions. See Time_Worked.

Payroll Percent Full Time: (Customer and Payroll Exception Reports only.) For non-hourly Payroll transactions posted in January 2001 or later, this field will contain the percentage of time for which the employee was paid. It is "0" for other transactions. See Time_Worked.

Payroll Period End Date: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in August 2001 or later, this field will contain the last day of the month for which the employee was paid. For example, if an employee was paid in September for August work (late pay), this field will contain 8/31/01.

NOTE: From January 2001 through July 2001, this field does contain data for payroll entries. However, the data for those periods does not reflect the period of effort, but rather the date of the actual transaction. This was due to a system problem that was corrected for the August 2001 cycle.

Payroll Rate Type: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field will contain a one character code identifying the pay action as hourly or percentage time (H or %). It is blank for all other transactions.

Payroll Title Code: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field will contain the four digit title code for which the payment was generated. This corresponds to the Payroll Title Desc. It is blank for all other transactions.

Payroll Title Desc: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field will contain the descriptive title for which the payment was generated (e.g. "Assistant II"). This corresponds to the Payroll Title Code. It is blank for all other transactions.

Pgm: see Program Code.

PO Date: (Detail only.) The date the purchase order was created in BFS.

PO Desc: (Detail only.) The description (optional) entered by the preparer into the "Description" field on the PO Form panel in BFS. This is NOT the recommended field for custom reports or pivots, as it ONLY captures descriptions for purchase orders and not for vouchers or requisitions. See User_Desc.

PO Id: (Detail only.) The purchase order number.

PO Reference: (Detail only.) The reference field from the PO Form panel in BFS. This field is generally available for departmental use, except in the case of Entertainment POs where it will contain the host's name. This field does not appear on any canned reports but is available for custom reports or pivots as needed. If departments wish to enter a user-friendly description of the purchase order, it is recommended that they use the Description field on the PO Form panel, which appears in BAIRS as the User_Desc.

Pre Encumbrance Amount*: Dollar amount of pre-encumbrances (requisitions and soft-liens). In the case of detail reports, this will generally be the amount of the requisition or soft-lien, or the release of a requisition or soft-lien. In summary reports, this amount represents the change to the total pre-encumbrances, and when added together (in the canned reports or in a pivot), the total pre-encumbrances to date.

Preparer Id: (Detail only.) The userid of the person who prepared the transaction.

Preparer Name: (Detail only). The name of the person who prepared the transaction.

Previous Year MTD (MTD=Month to Date): (Two Year Actuals Comparison only.) A calculated field that prints either the Previous Year MTD calc (if there is one), otherwise it prints a "0" (rather than an empty field).

Previous Year MTD calc (MTD=Month to Date): (Two Year Actuals Comparison only.) A calculated field that prints the actuals amount if the account period is the most recent and the fiscal year is the previous year requested on the report. For example, if you ran your report for August 2003-4, then this field would print the actuals amount if the data on the row was for August 2002-3.

Previous Year YTD (YTD=Year to Date): (Two Year Actuals Comparison only.) A calculated field that prints either the Previous Year YTD calc (if there is one), otherwise it prints a "0" (rather than an empty field).

Previous Year YTD calc (YTD=Year to Date): (Two Year Actuals Comparison only.) A calculated field that, if the fiscal year equals the year previous to the one requested on the report (i.e., you ran it for fiscal year 2002-3, then if the fiscal year was 2001-2), prints the totals.

PriorYearActualsAmt: (Monthly Expense only.) This field represents period 0 actuals or prints a "0" if there are no period 0 actuals.

PriorYrActualsHdg: (Monthly Expense only.) This is a field which prints "Blank" if there is no PriorYrActualsAmt or, if there is, prints the Prior Year Actuals.

PriorYrActualsAmtorNull: (Monthly Expense only.) This is a field which prints "Blank" if there is no PriorYrActualsAmt or, if there is, prints the Prior Year Actuals.

Processing Unit Id: (Detail only.) The processing unit code of the department or unit which prepared the transaction on-line in BFS or "owns" the transaction in the case of PCard or express voucher entries.

Processing Unit Id2: (Transaction Verification & Transaction Verification Super only.) This is is the processing unit code of the department that "owns" the Dept ID used in the transaction.

Program Account Group Code: This field is not typically used for departmental reporting. A six digit value for the program used in financial reporting to the Office of the President (UCOP).

Program Code: The value from the program code field on a transaction or ledger balance.

Program Desc: The description corresponding to the Program Code, identifying the broad area of activity into which the transaction or ledger balance falls.

Program Effective Date: Indicates the date the program code's status last changed (e.g. the date the program code became active or inactive). See also Program Status Code.

Program Status Code: A one letter code (I or A) which indicates whether a program code is currently Inactive or Active in BFS.

Program Ucop Interface Code: This field is not typically used for departmental reporting. An alpha code that represents the two-digit program code. The alpha prefix is added to our 5-digit org codes to create a six-character account number for use in any UCOP-related process, such as our monthly interface files and the Interlocation Transfer of Funds.

ProjectErrorMsg: (?????? only.) This field prints a 15 if either the Fund is an Unexpended Plant fund, the account is revenue or the project is blank, if the account is a fund balance account and the ChartField1 is blank of if the account is an expenditure or provision account and the ChartField1 is blank.

ProjectDescrMod: (???????????? only.) If the Accounts are 19700-19799 then this field prints "CIP Accounts" otherwise it prints the ChartField1 Desc.

ProjectorBlank*: (Monthly Expense only.) If the ChartField1 is empty (no ChartField1 is present), this field will print the word "Blank" rather than simply an empty space. This field is sometimes labeled Final Project or Real Project depending on the report, but it serves the same purpose. This is generally preferred over ChartField1 for reporting, since ChartField1 will print an empty space in the case of blank ChartField1s.

ProjectNoorBlank*: (Plant ChartField1 Summary only.) If the ChartField1 is empty (no ChartField1 is present), this field will print the word "Blank" rather than simply an empty space. This field is sometimes labeled Final Project or Real Project depending on the report, but it serves the same purpose. This is generally preferred over ChartField1 for reporting, since ChartField1 will print an empty space in the case of blank ChartField1s.

PY_Actuals (PY=Prior or Previous Year): (Customer Report only.) Displays the actuals balance (e.g. expense balance) prior to the periods selected when the report was run. For example, if you run your report for September and October, this field will contain your actuals balance as of the end of August. It is displayed on the Customer Report (summary) in the Prior Actuals column (not displayed on the 6 column version).

PY_Tempbudg (PY=Prior or Previous Year): (Customer Report only.) Displays the temporary budget balance prior to the periods selected when the report was run. For example, if you run your report for September and October, this field will contain your temporary budget balance as of the end of August. It is displayed on the 9 column Customer Report (summary) in the Prior Budget column.

PYBalance (PY=Prior or Previous Year): (Income & Expense only.) A computed item that displays if there is a period 0 amount, the tempbudg reappropriation otherwise the field is "0" (rather than an empty space).

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R

Real Flex: see Final Flex.

Real Project: see Final Project.

Record Type: (Detail only.) A one letter code that identifies the type of entry. A = accounting entry; J = journal line. Used in programming the reports. Not typically used by departmental users.

Ref: (Customer Report only.) The source of the data in this field depends on the type of transaction, as follows:

Trans Type Ref Field Value
PO PO Reference
PCard Voucher Invoice Id (Invoice #)
Payroll Time Worked & DOS (i.e. 85% REG)

Report Type: (Customer, Expanded Detail, Transaction Verification & Transaction Verification Super only.) A one letter code that identifies the type of report that this entry will be displayed in. S = standard detail, F = full detail, A = all __, (blank) = none. Used in programming the reports. Not typically used by departmental users.

Req Date: (Detail only.) The date the requisition was created in BFS.

Req Id: (Detail only.) The requisition number.

Req Item Desc: (Detail only.) The Item description from the Requisition lines panel in BFS.

Req Line No: (Detail only.) The line number of the Requisition line.

RevAcctErrorMsg: (??? only.) If FundGroups==Unexpended Plant Funds and digit acct 40-48 then 1.

Reviewer Approver Id: (Detail only.) The userid of the person who reviewed the purchase order, requisition or financial journal; or the userid of the person who approved the voucher.

Reviewer Approver Name: (Detail only.) The name associated with the userid in the Reviewer Approver Id.

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S

SeptActualsAmt: (Monthly Expense only.) See JulyActualsAmt.

Select_Row: (Detail only.) A calculated field which is used to hide rows containing zeros in all the amount fields. The formula says: if Actuals_Amount, Tempbudg_Amount, Encumbrance_Amount and Pre_Encumbrance_Amount are all 0, print 0; otherwise print 1. A local limit is then applied to the Results to hide the rows in which this field has a 0. This field is not recommended for use in custom pivots or reports. It is recommended that users do not modify or delete this field or remove it from the Limit command line.

Source Code: (Detail only.) A short code (3-4 characters) indicating the source of a journal in BFS. It generally identifies feeder systems such as large recharge systems, Payroll, Campus Accounts Receivable System (CARS), etc. A list of source codes for recharge units and the units they identify is available. In addition, on the Payroll Exception Report users will see two possible source codes:

  1. PPS: identifies transactions originating from within the Payroll system
  2. PPC: identifies corrections processed through a GL recycle of payroll transactions.

This recycle job attempts to repost payroll transactions which were originally invalid due to chartstring errors. Typically, the recycle job posts payroll transactions where the chartstring was initially not in the Five Field Validation tables but has since been added as valid.

Source Desc: (Detail only.) The descriptive name of the source of the transaction, corresponding to the Source Code.

Statistics Account Flag: (Not in Standard Detail Report.) This field is not currently in use but is being stored in BAIRS for possible future use.

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T

Tempbudg Amount*: Dollar amount from the Temporary Budget ledger. In the case of detail reports, this will generally be the amount of the budget journal line displayed. In summary reports, this amount represents the change to the ledger balance, and when added together (in the canned reports or in a pivot), the total temporary budget to date.

TempbudgWOBB: (Customer Report only.) The total temporary budget activity for the period(s) covered in the report. For example, if you request a report for September and October, this will be the sum of all temporary budget entries posted in September and October. This field appears on the detail reports (Current Activity Detail) in the column labeled Tempbudg, because the Current Activity Detail displays ONLY those entries which occurred in the period(s) requested when you ran the report. (The WOBB stands for WithOut Beginning Balances.)

Time_Worked*: (Customer and Payroll Exception Reports only.) For Payroll transactions posted in January 2001 or later, this field displays the amount of time for which the employee was paid. It distinguishes between hourly and percentage employees (e.g. 100% vs. 91.5H).

Total_Actuals: (Standard & Expanded Detail only.) The total actuals activity (expenses, revenues, etc.) for the period(s) covered in the report. For example, if you request a report for September and October, this will be the sum of all actuals entries posted in September and October. This field appears on the report itself on the subtotal line labeled "Total Activity" in the Actuals column.

Total_Balance: (Standard & Expanded Detail only.) The net effect on the ledgers for the period(s) covered in the report. For example, if you request a report for September and October, this will be your temporary budget activity plus your actuals, encumbrances and pre-encumbrances for September and October. This field appears on the report itself on the subtotal line labeled "Total Activity" in the Balance column.

Total_Encumbrance: (Standard & Expanded Detail only.) The total encumbrance activity (purchase orders, liens) for the period(s) covered in the report. For example, if you request a report for September and October, this will be the sum of all encumbrance entries (new POs, PO releases, etc.) posted in September and October. This field appears on the report itself on the subtotal line labeled "Total Activity" in the Encumbrance column.

Total_Pre_Encumbrance: (Standard & Expanded Detail only.) The total pre-encumbrance activity (requisitions, soft-liens) for the period(s) covered in the report. For example, if you request a report for September and October, this will be the sum of all pre-encumbrance entries posted in September and October. This field appears on the report itself on the subtotal line labeled "Total Activity" in the Pre Encumb column.

Total_Tempbudg: (Standard & Expanded Detail only.) The total temporary budget activity for the period(s) covered in the report. For example, if you request a report for September and October, this will be the sum of all temporary budget entries posted in September and October. This field appears on the report itself on the subtotal line labeled "Total Activity" in the Tempbudg column.

TotalActuals: (Monthly Expense only.) The PriorYrActualsAmt plus JulyActualsAmt, AugActualsAmt, etc. through JuneFinalActualsAmt.

TotalErrorNum: (???? only.) RevAcctErrorMsg + ExpAcctErrorMsg + ProjectErrorMsg + LienErrorMsg.

Totals: (Two Year Actuals Comparison only.) the Actuals Amount.

Transaction Type: (Detail only.) Identifies the type of transaction displayed. This field is not the recommended one for this purpose. See Final_Transaction_Type.

Type: (Transaction Verification & Transaction Verification Super only.) see Final_Transaction_Type.

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U

UID: (Transaction Verification & Transaction Verification Super only.) This is a computed item field that prints out the Dept ID, fund, ChartField1, ChartField2 and program code as a single string (no spaces between chartfields) of numbers. Not recommended for departmental reporting.

Use Tax Code: (Detail only.) Represents rates of sales tax to be appropriately accrued over and above that invoiced by the vendor. Such use tax is accrued by Disbursements (except for Pcard transactions) and paid to the State of California on a monthly basis. This field is typically not used for departmental reporting.

Use Tax Desc: (Detail only.) Indicates which tax district and rate is affiliated with the corresponding use tax code. This field is typically not used for departmental reporting.

User_Desc*: (Detail only.) This field will display values for AP/PO transactions in which the department used the optional description field. This field does not appear on the canned Standard or Expanded Detail reports, but is available to super users of either report. It is displayed on the canned Customer Report detail sections. In the Customer Report, it will display the AP/PO description or, if the transaction is a payroll entry dated January 2001 or later, the employee's title (e.g. "Assistant II").

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V

Vendor Id: (Detail only.) The Vendor Id number from BFS which corresponds to the particular purchase order, requisition, or voucher displayed.

Vendor Name: (Detail only.) The Vendor Name corresponding to the purchase order, requisition, or voucher displayed. This is NOT the recommended field for custom reports or pivots, as for some transactions (such as financial or budget journals) the user might prefer to see the Journal Line Desc. See Desc for the preferred field for custom reports/pivots.

Voucher Desc: (Detail only.) The description (optional) as it appears to, or is edited by, the approver in the "Dept. Desc" field on the voucher Approval panel in BFS. This is NOT the recommended field for custom reports or pivots, as it ONLY captures descriptions for vouchers and not for purchase orders or requisitions. See User_Desc.

Voucher Id: (Detail only.) The voucher number.

Voucher Invoice Date: (Detail only.) The date of the vendor's invoice as it was entered into BFS by Disbursements.

Voucher Invoice Id: (Detail only.) The vendor's invoice number as it was entered into BFS by Disbursements.

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W-X-Y-Z

YTD Difference (YTD=Year to Date): (Two Year Actuals Comparison only.) Current Year YTD minus Previous Year YTD.

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