When reviewing your online reports through the Shared Financial System reporting tool, you can drill down from an amount on a report to the detail journals on the general ledger. The journals have several different two character prefixes which represent different types of transactions from different sources. Transactions come into the Shared Financial System general ledger from three different sources: 1) accounts payable module; 2) purchasing module, and; 3) interfaces from other systems. In addition, some transactions are entered directly to the general ledger module. The following is an explanation of each type of journal prefix and its related source.
|AH||Interface||AT&T phone charges|
|AL||GL Module||Journal transactions resulting from an allocation process|
|AT||Interface||AT&T calling cards|
|AP||AP Module||Voucher transaction for paying invoices and procurement card charges starting in fiscal 2022|
|BD||GL Module||Budget transactions|
|CB||GL Module||On line journal transactions for chargebacks|
|CR||Interface||Cash receipts from the Cashier System|
|SU||Interface||Student fee distribution|
|FB||Interface||Fringe Benefit transactions from the UW-System central payroll|
|IUJ||JET||Journal entry between UW System campuses|
|JV||GL Module||On line journal transactions for transfers, corrections, etc.|
|PC||Interface||Procard transactions for procurement card expenditures for charges through fiscal 2021|
|PO||PO Module||Purchase Order transactions to order goods and services|
|PJ||Interface||Payroll transactions from the UW-System central payroll|
|PY||AP Module||Payment transactions which generate checks|
|ST||Interface||STS phone charges|
|TC||Interface||Travel Procard Transactions for travel card expenditures for charges through fiscal 2021|
|VP||Interface||VOIP Phone charges|
|WS||Interface||Work orders, stores, and other FP&M Charges|
|PT||Interface||Salary transfers initiated through Change of Status (HR Form)|
In addition the line description which you see on the drill down to the detail journals will contain descriptive information pertaining to the transaction. For example, for PC or procard journals, the line description field will have "Procard biweekly at mm/dd/yy." This indicates that the procard charges in the journal were received and posted for the biweekly period ending on the given calendar date.
The journal prefixes and the additional descriptive information should make it easier for you to interpret the nature and timing of the underlying detail journals in your online financial reports.