Groups of Tables Available
Transaction Detail Tables
Transaction Detail Tables
Tables contain transaction detail information for all elements of the Master File Key (MFK) by Accounting Period and Fiscal Year.
- GL_GL_DTL - Loaded monthly after the accounting period is closed (typically on 2nd working day). Historical data begins with Accounting Period 01, Fiscal Year 1997.
- GL_GL_DTL_DAILY - Loaded daily for the current accounting period and includes transactions for the current month posted as of the previous business day.
- GL_GL_VW_DTL_ALL - View combining GL_DTL and GL_DTL_DAILY tables to allow for querying both tables together.
For more information about the MFK, see the university Accounting Code Manual.
Fields in Transaction Detail Tables:
*Fields GL_JRNL_SEQ_NBR, GL_JRNL_POST_PRD_TYPE_CD, SOURCE_CD & GL_JOB_NBR have not been populated since 2006, when PeopleSoft General Ledger was implemented. The SSN field is not populated and has been cleared of all data.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. |
| GL_JRNL_ID | The Journal Identification (Journal ID) that is assigned to the specified general ledger journal entry. | CHAR | 10 | The Journal ID, Journal Effective Date and Journal Line Number uniquely identify a journal transaction. |
| GL_JRNL_EFFECT_DT | The Journal Effective Date that is assigned to the specified general ledger journal entry. | DATE | mm/dd/yy | The Journal ID, Journal Effective Date and Journal Line Number uniquely identify a journal transaction. |
| GL_JRNL_LN_NBR | The Journal Line Number that is assigned to the specified general ledger journal entry. | NUMBER | 8 | The Journal ID, Journal Effective Date and Journal Line Number uniquely identify a journal transaction. |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character field and is related to the GL_PS_ACCTG_PRD field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_FUND_ELEM_CD | The Fund element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 3 | |
| GL_ORG_ELEM_CD | The Organizational Unit element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| GL_DEPT_ELEM_CD | The Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 4 | The system treats Department and Sub-department as one element for validation purposes. |
| GL_SUB_DEPT_ELEM_CD | The Sub-Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 5 | The system treats Department and Sub-department as one element for validation purposes. The Sub-department is a sub-element of the Department. |
| GL_GRANT_PGM_ELEM_CD | The Grant/Program element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 8 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. |
| GL_GRANT_PGM_ID_ELEM_CD | The Grant/Program Identifier element is part of the: - Master File Key (MFK) | CHAR | 1 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program ID is the first character of the eight character Grant/Program. |
| GL_GRANT_PGM_NBR_ELEM_CD | The Grant/Program Number element is part of the: - Master File Key (MFK) | CHAR | 5 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Number is the second through sixth character of the eight character Grant/Program. |
| GL_GRANT_PGM_SUB_COMP_ELEM_CD | The Grant/Program Sub Component element is part of the: - Master File Key (MFK) | CHAR | 2 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Sub Component is the last two characters of the eight character Grant/Program. |
| GL_INST_ACCT_ELEM_CD | The Institutional Account element is part of the: - Master File Key (MFK) | CHAR | 4 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| GL_ORG_ACCT_ELEM_CD | The Organizational Account element is part of the: - Master File Key (MFK) | CHAR | 3 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| GL_DEPT_ACCT_ELEM_CD | The Departmental Account element is part of the: - Master File Key (MFK) | CHAR | 5 | |
| GL_FUNCTION_ELEM_CD | The Function element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| GL_COST_CTR_ELEM_CD | The Cost Center element is part of the: - Master File Key (MFK) | CHAR | 4 | |
| GL_JRNL_AMT_CLASS_CD | The Journal Amount Class Code defines the amount class (actuals, budget, encumbrance, balance forward) to which the journal will post. | CHAR | 2 | Amount Class codes are as follows: B1: Original Budget B2: Revised Budget CE: Encumbrance CY: Actuals |
| MFK_ACCT_TYPE_CD | The Master File Key (MFK) Account Type Code classifies Institutional Accounts as asset, liability, fund balance, revenue or expenditure. | CHAR | 1 | Valid codes are as follows: A: Asset E: Expense I: Income (Revenue) L: Liability & Fund Balance |
| RPT_CAT_CD | The report category code is used to group revenues and expenditures into categories used at the University. | CHAR | 1 | Used for University-wide GL online reports. Valid codes are as follows: A: Other Additions/Revenue D: Revenue G: Salary, Fringe J: General Expense M: Equipment P: RR & A S: Other Deductions T: Grant Facilities & Administrative Costs |
| INC_EXP_CAT_CD | The Income/Expense Category Code is used to group various institutional accounts into categories for Income Statement reporting. | CHAR | 1 | Not used for any University-wide GL online reports, but valid codes are as follows: C: Operating Revenue F: Salary & Fringe I: Wages L: Other Expenses O: Mandatory Transfers R: Voluntary Transfers V: Miscellaneous Adjustments. |
| FMS_CAT_CD | The Financial Management System Category Code is used to group institutional accounts into categories for FMS reporting for grant accounts (funds 500 & 510). | CHAR | 3 | Used only for University-wide online Grant reports. |
| SUBLEDGER_ID_CD | The Subledger ID code is a free form text field that can be used to identify types of transactions and is user defined. It's most commonly used for Facilities Management and other recharge centers. | CHAR | 1 | The Subledger ID code and Subledger account fields work together as one combined field. The Subledger ID code is the first character of the seventeen character combined fields. |
| SUBLEDGER_ACCT | The Sub-ledger account is a free form text field that can be used to identify types of transactions and is user defined. It's most commonly used for Facilities Management and other recharge centers. | CHAR | 16 | The Subledger ID code and Subledger account fields work together as one combined field. The Subledger account is the last 16 characters of the seventeen character combined fields. |
| GL_JRNL_DESC | The 35 character description for the associated transaction. | CHAR | 35 | |
| CHECK_NBR | The Check Number for the transaction, if applicable. | CHAR | 10 | |
| VOUCH_NBR | The Voucher Number for the transaction, if applicable. | CHAR | 8 | |
| PO_NBR | The Purchase Order Number for the transaction, if applicable. | CHAR | 10 | |
| DEBIT_CREDIT_CD | This field determines whether the detail transaction amount is a debit or credit. | CHAR | 1 | The valid options are as follows: D: Debit C: Credit |
| GL_JRNL_AMT | The amount of the journal transaction. | NUMBER | 15.2 | |
| SOURCE | A source code is assigned to each journal & determines how each journal is processed in GL; E.g. MFK special error handling, create offsets like cash, accounts payable, salaries payable, etc. | CHAR | 3 | Examples as follows: CSH - includes offsetting Cash entries NOO - no offsets etc. |
| LEDGER | A ledger is assigned to each journal. | CHAR | 10 | Ledgers as follows: ACTUALS: Expense, Revenue, Assets, Liabilities & Fund Balance transactions BG_RVSD_EX: Budget Revised Expense BG_RVSD_RV: Budget Revised Revenue KK_PROJ_EN: Project Encumbrance KK_RVSD_EN: Revised Encumbrance |
| USERID | The HawkID of the individual (or system) who submitted the journal entry and is captured for various posted journals. | CHAR | 30 | |
| BUDGET_REF | The Budget Reference (BRF) element is part of the: - WhoKey - Master File Key (MFK) for only sponsored project accounts (funds 500/510) or cost sharing accounts (grant/program starts with a '3'). | CHAR | 8 | Grant Accounting establishes the values from '01' to '99', based on the budget period(s) specific for each grant/cost share account. All other funding source accounts will have a blank/no value for this field. |
| GL_PS_ACCTG_PRD | The PeopleSoft Accounting Period represents the base or adjustment accounting period. | CHAR | 3 | This is a maximum three character field and is related to the ACCTG_PRD field. The periods are populated as: 01-12: Base periods for all units. July as '01', August as '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. 901-911: Adjustment periods for Healthcare units accrual reporting. '901' is the July adjustment period that goes with July period '01', etc. 912: Adjustment period for June reporting that goes with periods 13, 14 & 15. |
| ADJUSTMENT_IND | Adjustment indicator for the accounting period. | CHAR | 1 | A one character field that indicates if the accounting period is an adjustment period (Y) or not (N) and is related to the GL_PS_ACCTG_PRD and ACCTG_PRD fields. |
| UNIVID | The individual's University ID in the Human Resources system. | CHAR | 11 | |
| SUSPENDED_LINE | This line number may represent chargeback/suspense transactions and/or automated offset transactions like cash, accounts payable, salaries payable, etc. that goes with the SOURCE field. | NUMBER | 9 | |
| GL_POSTED_DATE | The calendar date the journal transaction was posted to the General Ledger. | DATE | mm/dd/yy | |
| GL_LOAD_DT | The calendar date that represents the most recent GLDSS load into the table. | DATE | mm/dd/yy | |
| GL_WHOKEY_CD | A concatenated field that creates a single field for the WhoKey value. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference fields. | CHAR | 38 | Contains the following fields: [GL_FUND_ELEM_CD] - [GL_ORG_ELEM_CD] - [GL_DEPT_ELEM_CD] - [GL_SUB_DEPT_ELEM_CD] - [GL_GRANT_PGM_ELEM_CD] - [GL_FUNCTION_ELEM_CD] - [BUDGET_REF] |
| GL_DEPT_SUBDEPT_CD | A concatenated field that creates a single 9 digit department field. | CHAR | 10 | Contains the following fields: [GL_DEPT_ELEM_CD] - [GL_SUB_DEPT_ELEM_CD] |
| GL_IACT_OACT_CD | A concatenated field that creates a single 7 digit Iact/Oact field. Healthcare units use a combined Iact/Oact. | CHAR | 8 | Contains the following fields: [GL_INST_ACCT_ELEM_CD] - [GL_ORG_ACCT_ELEM_CD] |
Summary Tables
Summary Tables
These tables are different iterations of each other, some are more summarized levels than others. All contain actuals, budget and encumbrance balance amounts and element descriptions for all elements of the Master File Key (MFK) by Accounting Period and Fiscal Year. All tables are loaded monthly after month is closed, begins with Period 01, Fiscal Year 1997 (also includes Period 13 for Fiscal Years 1994, 1995 & 1996).
- GL_GL_FUND_IACT_SUMRY
- GL_GL_FUND_ORG_DEPT_IACT_SUMRY
- GL_GL_WHOKEY_SUMRY
- GL_GL_WHOKEY_IACT_SUMRY
- GL_GL_MFK_SUMRY
- GL_GL_MFK_SUMRY_DAILY
- GL_GL_VW_MFK_SUMRY_ALL - View combining GL_MFK_SUMRY and GL_MFK_SUMRY_DAILY tables to allow for querying both tables together.
For more information about the MFK, see the university Accounting Code Manual.
Fields in Summary Tables:
*Fields that begin with CASH* or ACCRL*, as well as MFK_DESC, MFK_OPEN_DT, MFK_CLOSE_DT, MFK_ACTV_STAT_CD and PRE_ENCUM_AMT are legacy fields & have not been populated since 2001.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. |
| GL_CORP_DESC | The general ledger description of the Corp element of the Master File Key (MFK). | CHAR | 35 | Legacy - DO NOT USE. |
| GL_FUND_ELEM_CD | The Fund element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 3 | |
| GL_FUND_DESC | The general ledger description of the Fund element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_ORG_ELEM_CD | The Organizational Unit element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| GL_ORG_DESC | The general ledger description of the Organizational Unit element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_DEPT_ELEM_CD | The Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 4 | The system treats Department and Sub-department as one element for validation purposes. |
| GL_DEPT_DESC | The general ledger description of the Department element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_SUB_DEPT_ELEM_CD | The Sub-Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 5 | The system treats Department and Sub-department as one element for validation purposes. The Sub-department is a sub-element of the Department. |
| GL_SUB_DEPT_DESC | The general ledger description of the Department/Subdepartment element of the WhoKey Master File Key (MFK). | CHAR | 35 | |
| GL_GRANT_PGM_ELEM_CD | The Grant/Program element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 8 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. |
| GL_GRANT_PGM_ID_ELEM_CD | The Grant/Program Identifier element is part of the: - Master File Key (MFK) | CHAR | 1 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program ID is the first character of the eight character Grant/Program |
| GL_GRANT_PGM_NBR_ELEM_CD | The Grant/Program Number element is part of the: - Master File Key (MFK) | CHAR | 5 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Number is the second through sixth character of the eight character Grant/Program. |
| GL_GRANT_PGM_SUB_COMP_ELEM_CD | The Grant/Program Sub Component element is part of the: - Master File Key (MFK) | CHAR | 2 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Sub Component is the last two characters of the eight character Grant/Program. |
| GL_GRANT_PGM_DESC | The general ledger description of the Grant/Program element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_INST_ACCT_ELEM_CD | The Institutional Account element is part of the: - Master File Key (MFK) | CHAR | 4 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| GL_INST_ACCT_DESC | The general ledger description of the Institutional Account element of the Master File Key (MFK). | CHAR | 35 | |
| GL_ORG_ACCT_ELEM_CD | The Organizational Account element is part of the: - Master File Key (MFK) | CHAR | 3 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| GL_ORG_ACCT_DESC | The general ledger description of the Organizational Account element of the Master File Key (MFK). | CHAR | 35 | |
| GL_DEPT_ACCT_ELEM_CD | The Departmental Account element is part of the: - Master File Key (MFK) | CHAR | 5 | |
| GL_DEPT_ACCT_DESC | The general ledger description of the Departmental Account element of the Master File Key (MFK). | CHAR | 35 | |
| GL_FUNCTION_ELEM_CD | The Function element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| GL_FUNCTION_DESC | The general ledger description of the Function element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_COST_CTR_ELEM_CD | The Cost Center element is part of the: - Master File Key (MFK) | CHAR | 4 | |
| GL_COST_CTR_DESC | The general ledger description of the Cost Center element of the Master File Key (MFK). | CHAR | 35 | |
| WHOKEY_DESC | The general ledger description of the WhoKey. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference fields. | |||
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character field and is related to the GL_PS_ACCTG_PRD field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| RPT_CAT_CD | The report category code is used to group revenues and expenditures into categories used at the University. | CHAR | 1 | Used for various University-wide GLDSS & EFR online reports. Valid codes are as follows: A: Other Additions/Revenue D: Revenue G: Salary, Fringe J: General Expense M: Equipment P: RR & A S: Other Deductions T: Grant Facilities & Administrative Costs |
| INC_EXP_CAT_CD | The Income/Expense Category Code is used to group various institutional accounts into categories for Income Statement reporting. | CHAR | 1 | Not used for any University-wide GLDSS or EFR online reports, but valid codes are as follows: C: Operating Revenue F: Salary & Fringe I: Wages L: Other Expenses O: Mandatory Transfers R: Voluntary Transfers V: Miscellaneous Adjustments. |
| FMS_CAT_CD | The Financial Management System Category Code is used to group institutional accounts into categories for FMS reporting for grant accounts (funds 500 & 510). | CHAR | 3 | Used for University-wide EFR Grant reports. |
| MFK_ACCT_TYPE_CD | The Master File Key (MFK) Account Type Code classifies Institutional Accounts as asset, liability, fund balance, revenue or expenditure. | CHAR | 1 | Valid codes are as follows: A: Assets E: Expense I: Income (Revenue) L: Liabilities & Fund Balance |
| IFAS_CD | The Iowa Financial Analysis Summary Code is used to group revenues and expenditures for State of Iowa Reporting purposes. | CHAR | 5 | Legacy field for legacy report to the State of Iowa. |
| BAL_FWD_AMT | The Balance Forward represents the WhoKey fund balance at the end of the previous fiscal year. | NUMBER | 15.2 | |
| ENCUM_AMT | The Encumbrance Amount represents funds that are obligated for a specific purpose - i.e. purchases to an outside vendor - but which have not yet been expended. For a specified time period. | NUMBER | 15.2 | |
| COMMIT_AMT | The Committed Amount represents the encumbrances and accounts payable amounts. | NUMBER | 15.2 | |
| BUDG_ORIG_AMT | The Original Budget Amount represents the estimated revenue and expense amounts for the fiscal year that is loaded into the general ledger on July 1st. | NUMBER | 15.2 | |
| BUDG_REVISED_CUR_AMT | The Revised Budget Current Amount represents the estimated revenue and expense adjustments for the current period. | NUMBER | 15.2 | |
| BUDG_REVISED_YTD_AMT | The Revised Budget Year To Date Amount represents the estimated revenue and expense adjustments for the fiscal year. | NUMBER | 15.2 | |
| BUDG_DEPT_CUR_AMT | The Departmental Budget Current Amount represents the estimated revenue and expense amounts as determined within departments or units for the current period. | NUMBER | 15.2 | |
| BUDG_DEPT_YTD_AMT | The Department Budget Year To Date Amount represents the estimated revenue and expense amounts as determined within departments or units for the fiscal year. | NUMBER | 15.2 | |
| REV_CUR_AMT | The Revenue Current Amount represents the current period cash revenue. | NUMBER | 15.2 | |
| REV_YTD_AMT | The Revenue Year To Date Amount represents the fiscal year cash revenue. | NUMBER | 15.2 | |
| EXP_CUR_AMT | The Expense Current Amount represents the current period cash expenditures. | NUMBER | 15.2 | |
| EXP_YTD_AMT | The Expense Year To Date Amount represents the fiscal year cash expenditures. | NUMBER | 15.2 | |
| ASST_YTD_AMT | The Asset Year To Date Amount represents the fiscal year asset (institutional accounts 1000-1999) balance. | NUMBER | 15.2 | |
| ASST_LTD_AMT | The Asset Life To Date Amount represents the life to date asset (instituitional accounts 1000-1999) balance. | NUMBER | 15.2 | |
| FUND_BAL_YTD_AMT | The Fund Balance Year To Date Amount represents the fiscal year fund balance (institutional accounts 2500-2999). | NUMBER | 15.2 | |
| FUND_BAL_LTD_AMT | The Fund Balance Life To Date Amount represents the life to date fund balance (institutional accounts 2500-2999). | NUMBER | 15.2 | |
| LIAB_YTD_AMT | The Liability Year To Date Amount represents the fiscal year liability balance (institutional accounts 2000-2499). | NUMBER | 15.2 | |
| LIAB_LTD_AMT | The Liability Life To Date Amount represents the life to date balance (institutional accounts 2000-2499). | NUMBER | 15.2 | |
| FREE_BAL_AMT | The Free Balance Amount represents the net amount of Balance Forward plus Allocations plus Revenue minus Expenditures minus Encumbrances. | NUMBER | 15.2 | |
| BEG_BAL_AMT | The Beginning Balance Amount represents the 'Period 0' Master File Key (MFK) balance. When the General Ledger system changes from one fiscal year to another, the ending balance per Master File Key (MFK) is rolled forward into the systems 'Period 0' as the 'Beginning Balance' for the Master File Key (MFK). Different from BAL_FWD_AMT. | NUMBER | 15.2 | |
| BUDGET_REF | The Budget Reference (BRF) element is part of the: - WhoKey - Master File Key (MFK) for only sponsored project accounts (funds 500/510) or cost sharing accounts (grant/program starts with a '3'). | CHAR | 8 | Grant Accounting establishes the values from '01' to '99', based on the budget period(s) specific for each grant/cost share account. All other funding source accounts will have a blank/no value for this field. |
| GL_PS_ACCTG_PRD | The PeopleSoft Accounting Period represents the base or adjustment accounting period. | CHAR | 3 | This is a maximum three character field and is related to the ACCTG_PRD field. The periods are populated as: 01-12: Base periods for all units. July as '01', August as '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. 901-911: Adjustment periods for Healthcare units accrual reporting. '901' is the July adjustment period that goes with July period '01', etc. 912: Adjustment period for June reporting that goes with periods 13, 14 & 15. |
| ADJUSTMENT_IND | Adjustment indicator for the accounting period. | CHAR | 1 | A one character field that indicates if the accounting period is an adjustment period (Y) or not (N) and is related to the GL_PS_ACCTG_PRD and ACCTG_PRD fields. |
| GL_WHOKEY_CD | A concatenated field that creates a single field for the WhoKey value. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference fields. | CHAR | 38 | Contains the following fields: [GL_FUND_ELEM_CD] - [GL_ORG_ELEM_CD] - [GL_DEPT_ELEM_CD] - [GL_SUB_DEPT_ELEM_CD] - [GL_GRANT_PGM_ELEM_CD] - [GL_FUNCTION_ELEM_CD] - [BUDGET_REF] |
| GL_DEPT_SUBDEPT_CD | A concatenated field that creates a single 9 digit department field. | CHAR | 10 | Contains the following fields: [GL_DEPT_ELEM_CD] - [GL_SUB_DEPT_ELEM_CD] |
| GL_IACT_OACT_CD | A concatenated field that creates a single 7 digit Iact/Oact field. Healthcare units use a combined Iact/Oact. | CHAR | 8 | Contains the following fields: [GL_INST_ACCT_ELEM_CD] - [GL_ORG_ACCT_ELEM_CD] |
ChartField/Master File Key (MFK) Element Tables
ChartField/Master File Key (MFK) Element Tables
Each table represents the individual ChartField values and descriptions that comprise the Master File Key (MFK) and WhoKey, by Accounting Period and Fiscal Year. All tables are loaded and refreshed daily. Begins with Period 01, Fiscal Year 1997 (also includes Period 13 for Fiscal Years 1994, 1995 & 1996).
- GL_GL_FUND
- GL_GL_ORG_UNIT
- GL_GL_DEPT
- GL_GL_SUB_DEPT
- GL_GL_GRANT_PGM
- GL_GL_INST_ACCT
- GL_GL_INST_ORG_ACCT
- GL_GL_FUNCTION
- GL_GL_COST_CTR
- GL_GL_WHOKEY
For more information about the MFK, see the university Accounting Code Manual.
GL_GL_FUND:
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_FUND_ELEM_CD | The Fund element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 3 | |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_FUND_DESC | The general ledger description of the Fund element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_FUND_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_FUND_OPEN_DT | The general ledger open date of the Fund element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_FUND_CLOSE_DT | The general ledger close date of the Fund element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_FUND_ACTV_STAT_CD | The activity status of the Fund element of the WhoKey & Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| GL_FUND_IFAS_CD | CHAR | 3 | Legacy - DO NOT USE. | |
| FUND_GROUP_CD | The Fund Group Code is used to group funds into their appropriate groupings as found on the Accounting Code Manual. | CHAR | 20 |
GL_GL_ORG_UNIT
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_ORG_ELEM_CD | The Organizational Unit element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_ORG_DESC | The general ledger description of the Org element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_ORG_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_ORG_OPEN_DT | The general ledger open date of the Organizational Unit element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_ORG_CLOSE_DT | The general ledger close date of the Organizational Unit element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_ORG_ACTV_STAT_CD | The activity status of the Organizational Unit element of the WhoKey & Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
GL_GL_DEPT
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_ORG_ELEM_CD | The Organizational Unit element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | Per accounting period/fiscal year, only 1 Org Unit per Department. |
| GL_DEPT_ELEM_CD | The Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 4 | The system treats Department and Sub-department as one element for validation purposes. |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_DEPT_DESC | The general ledger description of the Department element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_DEPT_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_DEPT_OPEN_DT | The general ledger open date of the Department element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_DEPT_CLOSE_DT | The general ledger close date of the Department element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_DEPT_ACTV_STAT_CD | The activity status of the Department element of the WhoKey & Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| DIVISION | CHAR | 20 | Legacy - DO NOT USE |
GL_GL_SUB_DEPT
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_ORG_ELEM_CD | The Organizational Unit element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | Per accounting period/fiscal year, only 1 Org Unit per Department. |
| GL_DEPT_ELEM_CD | The Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 4 | The system treats Department and Sub-department as one element for validation purposes. Per accounting period/fiscal year, only 1 Org Unit per Department. |
| GL_SUB_DEPT_ELEM_CD | The Sub-Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 5 | The system treats Department and Sub-department as one element for validation purposes. The Sub-department is a sub-element of the Department. |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_SUB_DEPT_DESC | The general ledger description of the Department/Sub-department element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_SUB_DEPT_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_SUB_DEPT_OPEN_DT | The general ledger open date of the Department/Sub-department element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_SUB_DEPT_CLOSE_DT | The general ledger close date of the Department/Sub-department element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_SUB_DEPT_ACTV_STAT_CD | The activity status of the Department/Sub-department element of the WhoKey & Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| GL_DEPT_SUBDEPT_CD | A concatenated field that creates a single Department-Subdepartment Field. | CHAR | 10 | Contains the following Fields: "[GL_DEPT_ELEM_CD] - [GL_SUB_DEPT_ELEM_CD]" |
| DIVISION | CHAR | 20 | Legacy - DO NOT USE |
GL_GL_GRANT_PGM
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_GRANT_PGM_ELEM_CD | The Grant/Program element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 8 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. |
| GL_GRANT_PGM_ID_ELEM_CD | The Grant/Program Identifier element is part of the: - Master File Key (MFK) | CHAR | 1 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program ID is the first character of the eight character Grant/Program. |
| GL_GRANT_PGM_NBR_ELEM_CD | The Grant/Program Number element is part of the: - Master File Key (MFK) | CHAR | 5 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Number is the second through sixth character of the eight character Grant/Program. |
| GL_GRANT_PGM_SUB_COMP_ELEM_CD | The Grant/Program Sub Component element is part of the: - Master File Key (MFK) | CHAR | 2 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Sub Component is the last two characters of the eight character Grant/Program. |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_GRANT_PGM_DESC | The general ledger description of the Grant/Program element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_GRANT_PGM_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_GRANT_PGM_OPEN_DT | The general ledger open date of the Grant/Program element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_GRANT_PGM_CLOSE_DT | The general ledger close date of the Grant/Program element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_GRANT_PGM_ACTV_STAT_CD | The activity status of the Grant/Program element of the WhoKey & Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| BUDGET_REF | The Budget Reference (BRF) element is part of the: - WhoKey - Master File Key (MFK) for sponsored project (funds 500/510) and cost sharing accounts (grant/program starts with a '3'). | CHAR | 8 | Grant Accounting establishes the values from '01' to '99', based on the budget period(s) specific for each grant/cost share account. All other funding source accounts will have a blank/no value for this Field. |
GL_GL_INST_ACCT
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_INST_ACCT_ELEM_CD | The Institutional Account element is part of the: - Master File Key (MFK) | CHAR | 4 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_INST_ACCT_DESC | The general ledger description of the Institutional Account element of the Master File Key (MFK). | CHAR | 35 | |
| GL_INST_ACCT_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| RPT_CAT_CD | The report category code is used to group revenues and expenditures into categories used at the University. | CHAR | 1 | Used for various University-wide GLDSS & EFR online reports. Valid codes are as follows: A: Other Additions/Revenue D: Revenue G: Salary, Fringe J: General Expense M: Equipment P: RR & A S: Other Deductions T: Grant Facilities & Administrative Costs |
| MFK_ACCT_TYPE_CD | The Master File Key (MFK) Account Type Code classifies Institutional Accounts as asset, liability, fund balance, revenue or expenditure. | CHAR | 1 | Valid codes are as follows: A: Asset E: Expense I: Income (Revenue) L: Liability & Fund Balance |
| IFAS_CD | The Iowa Financial Analysis Summary Code is used to group revenues and expenditures together for State Reporting purposes. | CHAR | 5 | Legacy - DO NOT USE. Not used for any University-wide GLDSS or EFR online reports. |
| INC_EXP_CAT_CD | The Income/Expense Category Code is used to group institutional accounts into categories for Income Statement reporting. | CHAR | 1 | Not used for any University-wide GLDSS or EFR online reports, but valid codes are as follows: C: Operating Revenue F: Salary & Fringe I: Wages L: Other Expenses O: Mandatory Transfers R: Voluntary Transfers V: Miscellaneous Adjustments. |
| FMS_CAT_CD | The Financial Management System Category Code is used to group institutional accounts into categories for FMS reporting for grant accounts (funds 500 & 510). | CHAR | 3 | Used for University-wide EFR Grant reports. |
| GL_INST_ACCT_OPEN_DT | The general ledger open date of the Institutional Account element of the Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_INST_ACCT_CLOSE_DT | The general ledger close date of the Institutional Account element of the Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_INST_ACCT_ACTV_STAT_CD | The activity status of the Institutional Account element of the Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| EFR_MAJOR_CD | Higher level report category roll up than EFR_MINOR_CD for expense and revenue Iacts. | CHAR | 20 | |
| EFR_MINOR_CD | Report category roll up of expense and revenue Iacts. | CHAR | 60 |
GL_GL_INST_ORG_ACCT
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_INST_ACCT_ELEM_CD | The Institutional Account element is part of the: - Master File Key (MFK) | CHAR | 4 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| GL_ORG_ACCT_ELEM_CD | The Organizational Account element is part of the: - Master File Key (MFK) | CHAR | 3 | For Healthcare Org Units, the system treats Institutional Account and Organizational Account as one element for validation purposes. |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_INST_ORG_ACCT_DESC | The general ledger description of the Institutional Account/Organizational Account element of the Master File Key (MFK). | CHAR | 35 | |
| GL_INST_ORG_ACCT_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| RPT_CAT_CD | The report category code is used to group various revenues and expenditures into categories used at the University. | CHAR | 1 | Used for various University-wide GLDSS & EFR online reports. Valid codes are as follows: A: Other Additions/Revenue D: Revenue G: Salary, Fringe J: General Expense M: Equipment P: RR & A S: Other Deductions T: Grant Facilities & Administrative Costs |
| MFK_ACCT_TYPE_CD | The Master File Key (MFK) Account Type Code classifies Institutional Accounts as asset, liability, fund balance, revenue or expenditure. | CHAR | 1 | Valid codes are as follows: A: Asset E: Expense I: Income (Revenue) L: Liability & Fund Balance |
| IFAS_CD | The Iowa Financial Analysis Summary Code is used to group revenues and expenditures together for State Reporting purposes. | CHAR | 5 | |
| INC_EXP_CAT_CD | The Income/Expense Category Code is used to group various institutional accounts into categories for Income Statement reporting. | CHAR | 1 | Not used for any University-wide GLDSS or EFR online reports, but valid codes are as follows: C: Operating Revenue F: Salary & Fringe I: Wages L: Other Expenses O: Mandatory Transfers R: Voluntary Transfers V: Miscellaneous Adjustments. |
| FMS_CAT_CD | The Financial Management System Category Code is used to group institutional accounts into categories for FMS reporting for grant accounts (funds 500 & 510). | CHAR | 3 | Used for University-wide EFR Grant reports. |
| GL_INST_ORG_ACCT_OPEN_DT | The general ledger open date of the Institutional Account/Organizational Account element of the Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_INST_ORG_ACCT_CLOSE_DT | The general ledger close date of the Institutional Account/Organizational Account element of the Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_INST_ORG_ACCT_ACTV_STAT_CD | The activity status of the Institutional Account/Organizational Account element of the Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| GL_IACT_OACT_CD | A concatenated Field that creates a single Institutional Account-Organizational Account for Healthcare Org Unit usage and validation. | CHAR | 8 | Contains the following Fields: [GL_INST_ACCT_ELEM_CD] - [GL_ORG_ACCT_ELEM_CD] |
GL_GL_FUNCTION
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_FUNCTION_ELEM_CD | The Function element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_FUNCTION_DESC | The general ledger description of the Function element of the WhoKey & Master File Key (MFK). | CHAR | 35 | |
| GL_FUNCTION_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_FUNCTION_OPEN_DT | The general ledger open date of the Function element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_FUNCTION_CLOSE_DT | The general ledger close date of the Function element of the WhoKey & Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_FUNCTION_ACTV_STAT_CD | The activity status of the Function element of the WhoKey & Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
GL_GL_COST_CTR
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_COST_CTR_ELEM_CD | The Cost Center element is part of the: - Master File Key (MFK) | CHAR | 4 | |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISCAL_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| GL_COST_CTR_DESC | The general ledger description of the Cost Center element of the Master File Key (MFK). | CHAR | 35 | |
| GL_COST_CTR_ABBR_DESC | CHAR | 15 | Legacy - DO NOT USE. | |
| GL_COST_CTR_OPEN_DT | The general ledger open date of the Cost Center element of the Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_COST_CTR_CLOSE_DT | The general ledger close date of the Cost Center element of the Master File Key (MFK). | DATE | mm/dd/yy | |
| GL_COST_CTR_ACTV_STAT_CD | The activity status of the Cost Center element of the Master File Key (MFK). | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
GL_GL_WHOKEY
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_CORP_ELEM_CD | The Corporation Code element of the Master File Key (MFK). | CHAR | 2 | Legacy - DO NOT USE. Warning: If included and not grouped, 2 records for each value for each prd/FY will be included. |
| GL_FUND_ELEM_CD | The Fund element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 3 | |
| GL_ORG_ELEM_CD | The Organizational Unit element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| GL_DEPT_ELEM_CD | The Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 4 | The system treats Department and Sub-department as one element for validation purposes. |
| GL_SUB_DEPT_ELEM_CD | The Sub-Department element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 5 | The system treats Department and Sub-department as one element for validation purposes. The Sub-department is a sub-element of the Department. |
| GL_GRANT_PGM_ELEM_CD | The Grant/Program element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 8 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. |
| GL_GRANT_PGM_ID_ELEM_CD | The Grant/Program Identifier element is part of the: - Master File Key (MFK) | CHAR | 1 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program ID is the first character of the eight character Grant/Program. |
| GL_GRANT_PGM_NBR_ELEM_CD | The Grant/Program Number element is part of the: - Master File Key (MFK) | CHAR | 5 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Number is the second through sixth character of the eight character Grant/Program. |
| GL_GRANT_PGM_SUB_COMP_ELEM_CD | The Grant/Program Sub Component element is part of the: - Master File Key (MFK) | CHAR | 2 | The system treats the Grant/Program ID, Grant/Program Number and Grant/Program Sub-Component as one element for validation purposes. The Grant/Program Sub Component is the last two characters of the eight character Grant/Program. |
| GL_FUNCTION_ELEM_CD | The Function element is part of the: - WhoKey - Master File Key (MFK) | CHAR | 2 | |
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period the journal was posted in. | CHAR | 2 | A two character Field and is related to the GL_PS_ACCTG_PRD Field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| WHOKEY_DESC | The general ledger description of the WhoKey. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference Fields. | |||
| WHOKEY_OPEN_DT | The general ledger open date of the WhoKey. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference Fields. | DATE | mm/dd/yy | |
| WHOKEY_CLOSE_DT | The general ledger close date of the WhoKey. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference Fields. | DATE | mm/dd/yy | |
| WHOKEY_ACTV_STAT_CD | The activity status of the WhoKey. The WhoKey is a combination of the Fund, Organizational Unit, Department, Subdepartment, Grant/Program, Function and Budget Reference Fields. | CHAR | 1 | Valid codes are as follows: A: Active I: Inactive |
| BUDGET_REF | The Budget Reference (BRF) element is part of the: - WhoKey - Master File Key (MFK) for only sponsored project accounts (funds 500/510) or cost sharing accounts (grant/program starts with a '3'). | CHAR | 8 | Grant Accounting establishes the values from '01' to '99', based on the budget period(s) specific for each grant/cost share account. All other funding source accounts will have a blank/no value for this Field. |
| GL_WHOKEY_CD | A concatenated Field that creates a single Field for the WhoKey value. The WhoKey is a combination of the Fund-Organizational Unit-Department-Subdepartment-Grant/Program-Function-Budget Reference Fields. | CHAR | 38 | Contains the following Fields: [GL_FUND_ELEM_CD] - [GL_ORG_ELEM_CD] - [GL_DEPT_ELEM_CD] - [GL_SUB_DEPT_ELEM_CD] - [GL_GRANT_PGM_ELEM_CD] - [GL_FUNCTION_ELEM_CD] - [BUDGET_REF] |
Lookup Tables
Lookup Tables
- GL_GL_ACCTG_PRD
- GL_GL_JRNL_AMT_CLASS
- GL_GL_MFK_ACCT_TYPE
- GL_GL_RPT_CAT
- GL_GL_EFR_MAJOR_DESC
- GL_GL_EFR_MINOR_DESC
- GL_GL_FUND_GROUP_CD
GL_GL_ACCTG_PRD
Contains Accounting Period and Fiscal Year with the associated month name and calendar year. Begins with period 01, fiscal year 1997 (also includes period 13 for fiscal years 1994, 1995 & 1996).
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| ACCTG_PRD | The Accounting Period represents the fiscal accounting period. | CHAR | 2 | Related to the GL_PS_ACCTG_PRD field and ACCTG_FISC_YR. The periods are populated as: 01-12: Base periods for each month. The University fiscal year starts with July, so that is period '01', August is '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. |
| ACCTG_FISC_YR | The Accounting Fiscal Year represents the University fiscal year. | CHAR | 4 | The University fiscal year starts with July, so fiscal year 2015 represents July 2014 through June 2015. |
| ACCTG_PRD_MO_NM | The calendar month that is associated with the Accounting Period. | CHAR | 9 | |
| ACCTG_CAL_YR | The calendar year that is associated with the Accounting Fiscal Year. | CHAR | 4 | |
| GL_PS_ACCTG_PRD | The PeopleSoft Accounting Period represents the base or adjustment accounting period. | CHAR | 3 | This is a maximum three character field and is related to the ACCTG_PRD field. The periods are populated as: 01-12: Base periods for all units. July as '01', August as '02' etc. up through June as '12' 13-15: June Preliminary as '13', June Final as '14', June Audit as '15' for year-end closing. 901-911: Adjustment periods for Healthcare units accrual reporting. '901' is the July adjustment period that goes with July period '01', etc. 912: Adjustment period for June reporting that goes with periods 13, 14 & 15. |
| ADJUSTMENT_IND | Adjustment Indicator for the accounting period. | CHAR | 1 | A one character field that indicates if the accounting period is an adjustment period (Y) or not (N) and is related to the GL_PS_ACCTG_PRD and ACCTG_PRD fields. The field is populated with a 'Y' when GL_PS_ACCTG_PRD has a value of '901'-'911' OR the ACCTG_PRD has a value of '15'. The field is populated with an 'N' when ACCTG_PRD has a value of '01'-'14'. |
| TBL_FLAG | Code used to represent the status of the month, used for MAS report generation. | CHAR | 1 | D: Daily, indicating the accounting period is open. M: Monthly, indicating the month is final and closed. 'blank': For new accounting period AFR will assign as "D", after the prior period is closed. |
| GL_LOAD_DT | Date and time records were loaded to the GLDSS table. | DATE | mm/dd/yy |
GL_GL_JRNL_AMT_CLASS
Contains General Ledger Journal Amount Class codes and descriptions.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| GL_JRNL_AMT_CLASS_CD | The Journal Amount Class Code defines the amount class (actuals, budget, encumbrance, balance forward) to which the journal will post. | CHAR | 2 | Amount Class codes are as follows: B1: Original Budget B2: Revised Budget B3: Balance Forward B4: Departmental Budget CE: Encumbrance CJ: Adjustment CY: Actuals |
| GL_JRNL_AMT_CLASS_DESC | Journal Amount Class Code description. | CHAR | 35 |
GL_GL_MFK_ACCT_TYPE
Contains general ledger Master File Key (MFK) Account Type codes and descriptions.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| MFK_ACCT_TYPE_CD | The Master File Key (MFK) Account Type Code classifies Institutional Accounts as asset, liability, fund balance, revenue or expenditure. | CHAR | 1 | Valid codes are as follows: A: Asset E: Expense I: Income (Revenue) L: Liability & Fund Balance |
| MFK_ACCT_TYPE_DESC | Master File Key (MFK) Type description. | CHAR | 35 |
GL_GL_RPT_CAT
Contains general ledger Report Category codes and descriptions.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| RPT_CAT_CD | The Report Category Code is used to group revenues and expenditures into their budgeted categories. | CHAR | 1 | Valid codes are as follows: A: Other Additions/Revenue D: Revenue G: Salary, Fringe J: General Expense M: Equipment P: RR & A S: Other Deductions T: Grant Facilities & Administrative Costs |
| RPT_CAT_DESC | Report Category Code description. | CHAR | 45 |
GL_GL_EFR_MAJOR_DESC
Contains general ledger Electronic Financial Reports (EFR) major Iact codes and descriptions.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| EFR_MAJOR_CD | Higher level report category roll up than EFR_MINOR_CD for expense and revenue Iacts. | CHAR | 20 | |
| EFR_MAJOR_DESC | EFR Major Code description. | CHAR | 60 |
GL_GL_EFR_MINOR_DESC
Contains general ledger Electronic Financial Reports (EFR) minor Iact codes and descriptions.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| EFR_MINOR_CD | Report category roll up of expense and revenue Iacts. | CHAR | 20 | |
| EFR_MINOR_DESC | EFR Minor Code description. | CHAR | 60 |
GL_GL_FUND_GROUP_CD
Contains general ledger Fund Group codes and descriptions.
| Field Name | Field Description | Data Type | Data Length | Comments |
|---|---|---|---|---|
| FUND_GROUP_CD | The Fund Group Code is used to group funds into their classifications as found in the Accounting Code Manual. | CHAR | 20 | |
| FUND_GROUP_CD_DESC | Fund Group Code description. | CHAR | 60 |