Â鶹AV
Ledgers in Banner FIS are "sets of books" against which financial transactions are posted. Each of the four ledgers provides different information for control and reporting. They are as follows:
Operating Ledger
The set of books against which expense, salary, revenue and transfer details are recorded for all FUNDs. The Operating Ledger is the basis for the University's annual Statement of Revenue and Expenses (also called Profit and Loss), and is closed out to the General Ledger each April 30th (the fiscal year-end).
General Ledger
The set of books against which assets, liabilities and fund balances are recorded for all FUNDs. The General Ledger is the basis for the University's annual Balance Sheet. It is always in balance since it contains "control" or summarized revenue, expenditure, and transfer information.
Encumbrance Ledger
The set of books against which details for all original, adjusted or liquidated encumbered and reserved amounts are recorded for all FUNDs. In other words, the Encumbrance Ledger contains all the University's commitments.
Grant Ledger
The set of books against which expense, salary, revenue and transfer details are recorded for FUNDs linked to a Grant. Unlike the Operating Ledger, the Grants Ledger contains cumulative details to support inception-to-date reporting spanning multiple years, as well as reporting on a fiscal year end different from April 30th.
Structure of Operating Ledger
The details contained in the Operating Ledger will be of most interest to financial administrators since it contains all revenue, salary, expenditures, and transfer transactions. It is important to understand the structure of the transaction postings in order to properly interpret on-line queries and reports.
Operating Ledger COLUMNs
The columns or "buckets" within the Operating Ledger contain information about dollars. Summary queries usually display each column separately. Transaction detail queries, however, often have a single column of dollars along with a "Fld" (or Field) column to indicate which bucket the dollars are reflected in. The possible columns are as follows:
| Fld CODE | TRANSLATION | DEFINITION |
|---|---|---|
|
OBD |
Original Budget |
Adopted budget allocated at the beginning of the year (both permanent and temporary) |
|
ABD |
Budget Adjustment |
Any mid-year changes to the Original Budget (both permanent and temporary) |
|
ACB |
Accounted Budget |
Total budget, including original and budget adjustments. Sometimes referred to as "Adjusted Budget" |
|
TMP |
Temporary Budget |
The subset of total budget that is temporary (rather than permanent) in nature. |
|
YTD |
Year to Date Activity |
Represents actual revenues, expenditures (including salaries), and transfers |
|
ENC |
Encumbrance |
A firm obligation for future payment, generated by Purchase Orders for example. Included in the "Total Commitments" |
|
RSV |
Reservations |
Budget reservations, i.e. the setting aside of budgets. Generated by Purchase Requisitions. Included in "Total Commitments" |
| Ìý |
Available Balance |
The sum of: |
Operating Ledger ROWs
The underlying records for most queries are financial transactions. Think of each transaction as a row in the Operating Ledger that contains various codes to help determine its characteristics, audit trail and impact on reporting. The following are the most commonly used fields and codes:
| FIELD | DEFINITION | COMMON CODES |
|---|---|---|
|
FOAPAL string |
The accounting distribution (fund, org, account, program, activity, location) to which the transaction is posted |
Ìý |
|
Date |
Posting date once the document is completed and fully approved. |
Format: dd-mmm-yyyy |
|
Document |
A unique number sequentially assigned to every document in process (documents need not be completed, approved or posted). Acts as an audit number. Example: R0000545, where R represents a Requisition document type and 0000545 is the sequential and unique number assigned. |
The document number's first letter represents the following: |
|
Type |
The associated rule class to further breakdown the document type. For example, journal J0000242 can be a budget, journal or IDC transaction. Also referred to as "JType" and "Rule Code". |
Sample document types : |
|
Description |
35-character particulars of the transaction. Depends on document type: for example, vendor name for invoices, requestor name for requisitions. |
Ìý |
|
Fld |
Field indicates the "column" or "bucket" in which the dollars are associated. See section operating ledger columns for details. |
OBD= Original Budget |
|
Amount |
Amount |
The nominal dollar value |
|
D/C |
Debit/Credit indicator |
"+" = The dollars in a given ACCOUNT are increased "-" = The dollars in a given ACCOUNT are decreased |
Structure of General Ledger
The details contained in the General Ledger (G/L) will be of interest to financial administrators involved in balance sheet issues, as it contains all assets, liabilities and fund balance transactions. For example, a unit performing its own billing of clients may require an analysis of the accounts receivable of their fund. It is important for these users to understand the structure of the transaction postings in order to properly interpret on-line queries and reports.
General Ledger COLUMNs
| Fld CODE | TRANSLATION | DEFINITION |
|---|---|---|
|
DR |
Debit |
Associated to the Amount. A debit amount to a G/L account which normally has a debit balance is an increase in dollars. A debit to a G/L account which normally has a credit balance is a decrease in dollars. |
|
CR |
Credit |
Associated to the Amount. A credit amount to a G/L account which normally has a debit balance is a decrease in dollars. A credit to a G/L account which normally has a credit balance is an increase in dollars. |
|
[calculated] |
Beginning Balance |
From a fiscal year perspective, this balance is derived from the ending balance of the prior fiscal year, and is recorded in the current fiscal year as period 00. From a fiscal period perspective, this balance is derived from the cumulative debits minus credits from period 00 through to the period preceding the current period. |
|
[calculated] |
Current/Ending Balance |
From a fiscal year perspective, this balance is derived from the ending balance of the prior fiscal year, and is recorded in the current fiscal year as period 00. From a fiscal period perspective, this balance is derived from the cumulative debits minus credits from period 00 through to the period preceding the current period. |
|
[calculated] |
Balance Variance |
Derived from Ending Balance minus Beginning Balance. |
General Ledger ROWs
The underlying records for most queries are financial transactions. Think of each transaction as a row in the General Ledger that contains various codes to help determine its characteristics, audit trail and impact on reporting. The following are the most commonly used fields and codes:
| FIELD | DEFINITION | COMMON CODES |
|---|---|---|
|
Fund & Account |
The fund code and account code to which the transaction is posted. (Note: the other FOAPAL elements, namely organization, program, activity and location, are not carried on the General Ledger). |
Ìý |
|
Date |
Posting date once the document is completed and fully approved. |
Format: dd-mmm-yyyy |
|
Document |
A unique number sequentially assigned to every document in process (documents need not be completed, approved or posted). Acts as an audit number. |
The document number's first letter represents the following: |
|
Type |
The associated rule class to further breakdown the document type. For example, journal J0000242 can be a budget, journal or IDC transaction. Also referred to as "JType" and "Rule Code". |
Sample document types: |
|
Description |
35-character particulars of the transaction. Depends on document type: for example, vendor name for invoices, requestor name for requisitions. |
Ìý |
|
Fld |
Field indicates the "column" or "bucket" in which the dollars are associated. See section general ledger columns for details. |
DR= Debit |
|
Amount |
Amount |
The nominal dollar value |
|
D/C |
Debit/Credit indicator |
"+" = The dollars in a given ACCOUNT are increased |
Ìý
Structure of Encumbrance Ledger
The details in the Encumbrance Ledger are useful when a financial administrator wants a list of outstanding commitments rather than sifting through the details of new and relieved commitments in the Operating Ledger, or when they want a breakdown of original, adjusted or liquidated amounts.
Encumbrance Ledger COLUMNs
| Fld CODE | TRANSLATION | DEFINITION |
|---|---|---|
|
RSV |
Reservation |
Budget reservation, i.e. the setting aside of budgets. Generated by purchase requisitions. Not as firm as an encumbrance. |
|
ENC |
Encumbrance |
Commits unspent balances due to a firm obligation for future payment. Typically generated by purchase orders and appointment forms. |
|
[calculated] |
Commitments |
The sum of reservations plus encumbrances. |
|
ORG |
Original |
The initial amount of reservation or encumbrance. |
|
ADJ |
Adjustment |
Any adjustments of the initial amount of reservation or encumbrance. For example, a change order would be an adjustment from the original purchase order. |
|
LIQ |
Liquidation |
The liquidation (i.e. relieving) of an outstanding reservation or encumbrance. |
Encumbrance Ledger ROWs
The underlying records for most queries are transactions involving commitments (reservations or encumbrances). Think of each transaction as a row in the Encumbrance Ledger that contains various codes to help determine its characteristics, audit trail and impact on reporting. The following are the most commonly used fields and codes:
| FIELD | DEFINITION | COMMON CODES |
|---|---|---|
|
FOAPAL string |
The accounting distribution (fund, org, account, program, activity, location) to which the transaction is posted. The key elements for commitments are Fund and Org. |
Ìý |
|
Date |
The date a transaction is posted, i.e. established, adjusted or liquidated. (Note: The Encumbrance Ledger does not reflect fiscal periods). |
Format: dd-mmm-yyyy Example: 05-APR-2011 |
|
Document |
A unique number sequentially assigned to every document in process (documents need not be completed, approved or posted). Acts as an audit number. Example: R0000545, where R represents a Requisition document type and 0000545 is the sequential and unique number assigned. |
The document number's first letter represents the following: R = purchase requisition (req) |
|
Type |
The associated rule class to further breakdown the document type. For example, journal J0000242 can be a budget, journal or IDC transaction. Also referred to as "JType" and "Rule Code". |
Sample document types : CORD= establish change order |
|
Description |
35-character particulars of the transaction. Depends on document type: for example, vendor name for invoices, requestor name for requisitions. |
Ìý |
|
Fld |
Field indicates the "column" or "bucket" in which the dollars are associated, as well as the nature of the increase or decrease. See section encumbrance ledger columns for details. |
ENC= Encumbrances |
|
Amount |
Amount |
The nominal dollar value |
|
Action Ind |
Action Indicator identifies the liquidation action on the commitment. |
P = Partial |
|
Status Ind |
Status Indicator identifies the current status of an encumbrance. |
O = Open |
|
Type Ind |
Type Indicator identifies the source of the encumbrance. |
R = Purchase Requisition |
|
Commit Ind Ìý |
The commitment indicator concept is not used at Â鶹AV. |
By default, value is "U". |
Ìý
Structure of Grants Ledger
In the case of Grant, the term "ledger" is somewhat a misnomer. It is not a unique 'set of books' but rather a copy of multiple years of the Operating Ledger. Therefore, please see Section 2 above to understand the structure of the transaction details. A grant ledger exists for a fund only if it is linked to a grant code on FTMFUND (Fund Code Maintenance Form)
Below highlights the differences between the Operating Ledger and Grant Ledger:
| CONCEPT | OPERATING LEDGER | GRANT LEDGER |
|---|---|---|
|
Fund Code |
Mandatory query field |
Mandatory query field |
|
Grant Code |
Not applicable |
Mandatory query field |
|
Year |
University fiscal year: May 1st to April 30th. |
The grant year. Determined for each grant by the start date. |
|
Accumulation of results |
Year-to-Date |
Inception-to-Date |
|
Balance forward |
Each May 1st, the Operating Ledger starts at zero, except (depending on the fund type) a budget carry forward representing the cumulative free balance or over-expenditure results from prior years. |
This concept does not exist for Grants. Rather, the cumulative result since the fund's inception is always available. |