RIAS Phase II
Glossary of Terms
A | B | C | D | E | F | G | H | I | J | K | L | M | N |
O | P | Q | R | S | T | U | V | W | X | Y | Z |
| 11.5.10 upgrade | The new release of Oracle software that Rutgers will be implementing. |
| Accounting Date | The date of a transaction by default is today’s date. You must select an accounting date when you create a journal using Web ADI. |
| Attachment | Electronic documents such as invoices, spreadsheets, and contracts, which can be attached to a journal by using the "Paperclip" icon on the toolbar in the RIAS application. |
| Business Managers Group (BMG) | Business Managers Group. One of the project’s support groups. It represents the business managers and their peers on all three regional campuses. |
| Beginning Balance (Beg Bal) | The amount from the beginning of the fiscal year to the beginning of the current period (month). |
| Chart of Accounts (COA) | Chart of Accounts (COA) are the charging instructions used by the University to record transactions and maintain/report account balances. It consists of 6 segments in the following order: 1. Fund Group 2. Fund Source 3. Organization 4. Natural Account 5. Project 6. Future Use. The COA is displayed with a period between segment values (e.g.; 99.999999.99999.99999.999999.000). Note: the sixth segment is reserved for a future use and always contains a default value of 3 zeroes. |
| Data Warehouse | The data warehouse consists of derived tables and data from the RIAS application. The data warehouse will make it easier in creating standard and ad-hoc reports with Discoverer.
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| Descriptive Flexfields (DFF) | Descriptive Flexfields captures additional information from transactions entered into the General Ledger that would not otherwise be captured by the screen. |
| Discoverer 10g | A reporting tool developed by Oracle that provides ad-hoc query, reporting and analytical capabilities. It automates the analysis and reporting of data by providing views of data within the Oracle data warehouse. |
| Extended Business Responsibility Code (EBRC) | An attribute that relates every account to two levels of responsibility. A major level consisting of a president, Vice Presidents and Provosts and a minor level consisting of middle management personnel such as Deans and Directors. EBRC will be used as a security feature to dictate what type of access to data a user will have with in the General Ledger system. |
| Flexfield | An Oracle feature that allows screens and reports to capture and display specific information you want. There are two types of flexfields: Key and Descriptive. |
| Funds Checking | The process of certifying that sufficient funds are available from the funding source to cover the amount of the transaction. |
| General Ledger | One of the Oracle integrated applications that represents the University’s official financial records. The General Ledger provides online ability to create, change and approve journal entries and budget adjustments. |
| Journal (Former Reference Code: JE) | A journal entry. Users can enter 3 types of journals – Actual, currently know as journal entries, Non Salary Budget Adjustments and Encumbrances (commitments). A Journal entry on a report will display as RU Actuals Journal. |
| Key Flexfields | Key Flexfields are used to identify general ledger accounts, inventory and other business entities. |
| Natural Account |
Previously referred to as an Object Code/Sub Code. The segment of the accounting flexfield that determines whether the account is an asset, liability, equity, revenue or expense account. |
| Online Financial Information System (OFIS) | The Rutgers legacy system that provides online access to financial accounting, budget and payroll data to authorized users. OFIS will continue to house historical financial data and support Budget System functionality after the Oracle General Ledger is implemented. |
| Oracle | The name of the supplier (Oracle Corporation) from whom the RIAS application software has been purchased. |
| Period | Monthly calendar dates, as defined by the Controller’s Office. Periods are shown in the General Ledger in the following format: MON-FY. (Example: FEB-08). In addition to the twelve monthly accounting periods, there will be an Adjusting period in June, equivalent to our TB (trial balance) periods. When you create a journal in the RIAS application, you will select the open period designated by Central Accounting. |
| Period To Date (PTD) | Cumulative amount of period (monthly) activity only. For example amounts posted from March 1st to March 10th. Period to Date does not include the beginning balance for the period. |
| Project Management Team | Provides overall management and decision making support to the RIAS Implementation Team. |
| Project To Date (PJTD) | Amount from the start of the project to date. |
| Purchase Invoice (Former Reference Code: VN) | Voucher number |
Quarter To Date(QTD) |
Amount from the start of the quarter to date. |
Query |
A user's request for information. |
| Responsibility | Assigned to each user, a responsibility is a set of data, menus and forms that defines an individual’s level of authority to process transactions within the system. Several users share the same responsibility; a single user can have multiple responsibilities. |
Rutgers Integrated Administrative System (RIAS) | A multi-year, multi-phase initiative to improve Rutgers efficiency and effectiveness by replacing outdated administrative systems and related processes. |
| RU Budget - Original (Former Reference Code: BA) | Original budget load. |
| RU Budget - Temporary Adjustment (Former Reference Code: AD) | An increase or decrease to a budget amount which remains in effect only for the current fiscal year. |
| RU Budget - Permanent Adjustment (Former Reference Code: PA) | Represents the original budget permanent budget plus or minus permanent budget adjustments processed during the fiscal year. |
| RU Bal Fwd-System (Former Reference Code: BF) | Balance forward transactions from the prior year to the new year. |
| RU Cash Receipts (Former Reference Code: CC) | Cash receipts |
| RU FACO | Facilities and Administrative Costs (Indirect Cost) |
| RU FAMS (Former Reference Code: V, W and X) | Financial Aid |
| RU Legacy Payroll (Former Reference Code: PR) | Payments of salaries and wages (payroll) |
| RU SAR (Former Reference Code: SR) | Student Account Receivables |
| RU Telephone Charges(Former Reference Code: TE) | Telephone charges |
| RU Travel ITT (Former Reference Code: TI) | ITT Travel |
| RU Travel Worldtek (Former Reference Code: TW) | Worldtek travel |
| RU WOLP (Former Reference Code: WP) | Web Online Payments |
| Segment | A segment is a single sub-field within a flexfield and is represented in your database as a single table column. |
| Web ADI | Application Desktop Integrator. This is an Oracle tool that allows you to design and upload a spreadsheet for journal entries to the General Ledger and post these entries to account balances or data can be downloaded into a spreadsheet for review and analysis. |
| Work Flow | The process of electronically forwarding information in RIAS to individuals when their action or attention is required. For example, in P2P an approver is notified when a requisition has been created and requires approval. |
| Year to Date (YTD) | Amount from the start of the fiscal year to date. |