Account

ChartField segment which identifies the specific type of asset, liability, equity,revenue or expense in each transaction line (i.e., Accounts Receivable, 9-month facultysalary, Office Supplies). Under the Financial Accounting System (FAS), this was referredto as a subcode/account control.

Amount

Amount is the price or charge for a good or service.

As of Date

A date that specifies a point of reference. For example, you can specify a year-to-datereport as of June 30, 1996, or allocate rent expenses across departments as of thecurrent period.

Basis

Basis is the key, non-monetary component of a rate. Examples are length of time (e.g.per hour), frequency (e.g. per visit), and customer (e.g. per student).

Brio.Portal

A tool for accessing reports through a web browser.

Budget Guidelines

A set of incremental changes to the March 31st annual rate budget balances in order to establish the July 1st budget base. Budget guidelines are calculated at the College/VPlevel by Resource Planning and Institutional Analysis (RPIA) and are distributed to operating units by Fiscal Officers during the budget process. Categories of guidelines may include annual salary increases, promotion and tenure, counter-offers, teachingawards, union contracts, increases in benefits funding, increases in supplies and services and equipment, etc. Guideline components such as academic enrichment and budget reductions may be negative, thus reducing College/VP budgets.

Budget Only Account

A budget only account (\"Y\") cannot have any actuals posted to it, only budget. Most of these accounts are budget pool accounts.

Budget Schedules

Standard set of schedules used in the General Funds Budgeting process. Schedule A:available on the RPIA web site, provides details of the development of the budget base for the new fiscal year including guideline calculations. Schedule C: available on the RPIA web site in spreadsheet format and in the online budgeting system; allows users to allocate annual rate and GFSA to ChartField combinations. Schedule A/E:an online Budgeting system report; provides a reconciliation between budgets as calculatedon Schedule A and budgets as returned on Schedule C.

Business Unit

Required ChartField segment indicating a major division of an organization; Ohio State's primary business unit is UNIV. Within the separate General Ledger for theHealth System, the business unit, OSUMC, is used.

Cashflow Adjustments

Cashflow adjustments are changes to cash that result from changes to liabilitiesor assets other than cash. The Cashflow Adjustments panel allows units to project these changes to cash based on projected changes to other assets or liabilities.Cashflow adjustments must be made separately for each Fund. They cannot be made forgroups of Funds.

ChartField

The chart of accounts of the General Ledger; a sequence of values used to identify financial transactions.

ChartField Combination

The grouping of ChartField segments(i.e., Business Unit, Organization, Fund, Project,Program, and User Defined) used to locate records for budgeting.

Cost Plus %

Cost Plus % is the percentage mark up of goods over cost. This field will be used only by certain operations. For example, the Bookstore sells their books at a percentage mark up over the cost.

Credit

The General Ledger system uses a dash to indicate a credit entry. A credit represents a decrease in assets; an increase in liabilities, equity, or revenue; and a decrease in expenditures.

Customer Types

Earnings Operations can have one or more of the following customer types:Faculty/Staff, University Departments, OSURF, Students, General Public, Private Corporations

Debit

Amounts without a dash represent debit entries. A debit represents an increase in assets; a decrease in liabilities, equity, or revenue; and an increase in expenses.

Default

Process by which the system automatically assigns a value to a panel field. The value remains in effect unless overridden.

Detail Value

A detail value is each individual Chartfield value that is attached to a node.

Earnings Ledger

The Earnings Budget Ledger is used to store the budgets created by Earnings Operations.

Earnings Operation

Earnings Operations are defined as self-supporting university entities which derive their revenue from the sale of goods and/or services. Both revenue and the associated expenses must be recorded in the same Fund.

Edit

Process which determines the validity of a journal entry. System edits include verification of whether the accounting period (determined by the journal date) is currently open,whether the total debits equal the total credits; and whether all journal lines are using active and valid ChartField values.

Effective Date

Effective Date is the date the rate is implemented. The scroll bars move between different effective dated rows. By clicking on the down arrow, each row of effective data is shown (future, current, history).

Fiscal Year

A fiscal year is any twelve-month accounting period used by an economic entity. At The Ohio State University, the fiscal year runs from July 1, 20XX to June 30, 20xx.  For example, the fiscal year 2004 runs from July 1, 2003 through June 30, 2004

Freeze

The Freeze process in Earnings Budgets locks the Release of Appr Bud panel so additional changes to the budget are prevented. The Earnings Budget is then reviewed by the Fiscal Officer and RPIA before being submitted to the system.

Function Code

ChartField segment which identifies the general use of funds, as required by Board of Regents and college accreditation reporting procedures (i.e., Instruction and Department Research, Separately Budgeted Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operations and Maintenance, Scholarshipsand Fellowships).

Fund

ChartField segment identifying the source of money used in a financial transaction (i.e., General Funds, Earning Operations, Development). A Fund is a balance sheet, with one or more income statements, detailing changes in the Fund’s equity. Every university Fund has an \"owner organization,\" which is responsible for the Fund’s assets, liabilities, and equity. Under the Financial Accounting System (FAS), this was called an FAS general ledger account.

General Ledger

The university’s online financial accounting system.

GFSA

GFSA is a college or unit's spending authority for the current fiscal year.

Inquiry Name

Journal Date

A specific date that determines the period to which a journal is posted. This date appears on the Journal Header panel and can be past, current, or future dated.

Journal ID

Unique, 10 digits system generated identifier for a journal entry. Journal IDs can be numeric and alpha-numeric, depending on the source of the journal. Journal IDs are assigned university wide.

Kerberos ID

User name used for accessing eReports through Brio.Portal. Kerberos IDs typically follow a name.number (e.g., Jones.111) format.

Ledger

Location where a set of posted balances are maintained (i.e., Actuals, Budget).

Node

A node groups Chartfield values that logically belong together. Node groups detail values and they can also group other groups of nodes. A college node is a value which users can enter to roll up all their detail information to the college level.

Operator ID

System \"name\" for each user, consisting of the first four letters of the last name and the last four digits of the social security number.

Organization

ChartField segment (5-digit) that identifies the academic or other organizational unit associated with a financial transaction (i.e., department, office, college,etc.)

Original Scenario

The Original scenario is the first budget entered on the Release of Appr. Budget Panel. The Original scenario always reflects the budget that was loaded during the budget preparation process. You can take the Original budget and copy it to one ofthe Scenario placeholders (e.g. Scenario 1 or Scenario 2 or Scenario 3). You can make changes to the Scenario without affecting the Original budget. If you want one of these Scenarios to be your final budget, then you need to copy it to Original.

Parameter

Any one of a set of physical properties whose values are the characteristics of something. In the Earnings Budgeting context, parameters are your choices when running an Earnings Budget Report.

PBA

PBA (Present Budget Allocation) is the university’s continuing General Funds Budget.

PBA Ledger

The Present Budget Allocation (PBA) ledger stores the continuing general funds budget allocation for each ChartField combination.

Plan Budget

Plan Budgets are estimates of projected revenue and expense and can be used with any ChartField combination including funds that are identified as GFSA (General Fund Spending Authority) or Earnings Funds. The Plan Budgeting process is optional.

Plan Ledger

The College/Unit Budget Plan ledger is provided so that Fiscal Officers may create, store, and report on budgets which they have created to meet their specific business management needs. Any fund may be used in this ledger.

Post

Term used to indicate the process by which journal entries update the General Ledger.

Program

ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other special initiatives or activities, which do not have specific start and end dates.

Project

ChartField segment used to identify sponsored grants and projects having specific start and end dates; also used as an optional management segment for other non-capitalprojects.

Projected Actuals

Projected Actuals are Current Year Actuals projected to the end of the budget year. If you choose not to use this feature the Proposed Budget and the Cashflow Statementare unusable. The Earnings Budget must be entered manually.

Proposed Budget

Proposed Budget figures are the amounts which are entered into the system projecting expected revenues and expenses for the future fiscal year.

Rate Code

Rate Code is an optional field and can be used to track specific information. The College of Dentistry and Student Health Services will use it to track rates by an insurance code. Other areas may use this as a free form field by which to sort onthe rates report.

Rate Description

Rate Description explains the type of activity for which the rate is used. This information is entered on the Rates Search box.

RPIA

University Resource Planning and Institutional Analysis provides the University with the capability of making fact-based, strategic decisions; and measures the academic, financial, space, and enrollment impacts of those decisions.

Scenario

A Scenario is a version of a budget. The concept of Scenario provides you with the capability to create multiple versions of your budget(s). You can take the Original budget and copy it to one of the Scenario placeholders (e.g. Scenario 1or Scenario2 or Scenario 3). You can make changes to the Scenario without affecting the Original budget. If you want one of these Scenarios to be your final budget, then you need to copy it back to Original.

Simplified Flex Reports

A suite of reports that provide the same information as the monthly reports, but can be run by the user before the period is over. They are distributed on Brio Portal.

Spread

After the budgets for Earnings Accounts have been entered, you may use the spread option to distribute your budget by quarter or month or manual entry.

Status

Status defaults to Active but can be changed to Inactive when applicable.

Transfer Approver

User who approves and denies transfers.

Transfer Initiator

User who creates a PBA, GFSA, or Fund Transfer.

User Defined

ChartField segment which is used, on an optional basis, for any financial reporting needs not covered by other ChartField segments.

Valid

Term used on journal entry panels to indicate that a journal entry has passed edit check and/or posting.

Work list

An automated \"to do\" list created by Workflow. From the work list, you can directly access the panels you need to perform the next action.

Workflow

Online distribution process for review and approval; the electronic equivalent of moving a paper document through the necessary review and approval steps.