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Banner FIS Ledgers

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 30^th (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 30^th.

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"
	Available Balance	The sum of: +/- Adjusted Budgets +/- YTD Activity +/- Commitments

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
Date	Posting date once the document is completed and fully approved.	Format: dd-mmm-yyyy Example: 05-APR-2011 The date determines which of the fiscal periods in the year that the document is posted to (codes 01 to 12 representing May to April, plus accrual period 14). For example a date of 05-apr-2011 would have been posted in fiscal year 11, period 12.
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) P = purchase order (po) I = invoice (inv) H = deposit (dcr) J = journal (jv) A = cheque (chk) F = feed / batch files from subsidiary systems
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 : BD03= temporary original budget BD04= temporary budget adjustment CORD= establish change order DCSR= direct cash receipt IDC= interdepartmental charge INEI= invoice w/ encumbrance INNI= invoice w/o encumbrance JE15= journal entry (intra-fund) JE16= journal entry (inter-fund) MBPA= permanent budget adjustment MBPO= permanent original budget POLQ= purchase request liquidation PORD= establish purchase order POTX= tax on purchase order RBTR= return tax on cash receipt RCQP= cancel requisition REBT= tax rebate REQA= additional charge on req REQD= discount on requisition REQP= requisition reservation TAXI= sales tax on invoice
Description	35-character particulars of the transaction. Depends on document type: for example, vendor name for invoices, requestor name for requisitions.
Fld	Field indicates the "column" or "bucket" in which the dollars are associated. See section operating ledger columns for details.	OBD= Original Budget ABD= Budget Adjustments ACB= Accounted Budget YTD= Year-to-date Actuals ENC= Encumbrances RSV= Reservations
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).
Date	Posting date once the document is completed and fully approved.	Format: dd-mmm-yyyy Example: 05-APR-2011 The date determines which of the fiscal periods in the year that the document is posted to (codes 01 to 12 representing May to April, plus accrual period 14). For example a date of 05-apr-2011 would have been posted in fiscal year 11, period 12.
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) P = purchase order (po) I = invoice (inv) H = deposit (dcr) J = journal (jv) A = cheque (chk) F = feed / batch files from subsidiary systems
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: BD03= temporary original budget BD04= temporary budget adjustment CORD= establish change order DCSR= direct cash receipt IDC= interdepartmental charge INEI= invoice w/ encumbrance INNI= invoice w/o encumbrance JE15= journal entry (intra-fund) JE16= journal entry (inter-fund) MBPA= permanent budget adjustment MBPO= permanent original budget POLQ= purchase request liquidation PORD= establish purchase order POTX= tax on purchase order RBTR= return tax on cash receipt RCQP= cancel requisition REBT= tax rebate REQA= additional charge on req REQD= discount on requisition REQP= requisition reservation TAXI= sales tax on invoice
Description	35-character particulars of the transaction. Depends on document type: for example, vendor name for invoices, requestor name for requisitions.
Fld	Field indicates the "column" or "bucket" in which the dollars are associated. See section general ledger columns for details.	DR= Debit CR= Credit
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 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.
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) P = purchase order (po) I = invoice (inv) J = journal (jv)
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 INEI= invoice w/ encumbrance POLQ= purchase request liquidation PORD= establish purchase order POTX= tax on purchase order RCQP= cancel requisition REQA= additional charge on req REQD= discount on requisition REQP= requisition reservation
Description	35-character particulars of the transaction. Depends on document type: for example, vendor name for invoices, requestor name for requisitions.
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 RSV= Reservations ORG = Original ADJ = Adjustment LIQ = Liquidation
Amount	Amount	The nominal dollar value
Action Ind	Action Indicator identifies the liquidation action on the commitment.	P = Partial T = Total
Status Ind	Status Indicator identifies the current status of an encumbrance.	O = Open C = Closed
Type Ind	Type Indicator identifies the source of the encumbrance.	R = Purchase Requisition P = Purchase Order E = Encumbrance (e.g. salaries)
Commit Ind	The commitment indicator concept is not used at McGill.	By default, value is "U".

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. For example, year 12 always represents May 1, 2011 to April 30, 2012.	The grant year. Determined for each grant by the start date. For example, if a grant has a start date of 01-apr-2002, then year 02 represents April 1, 2003 to March 31, 2004.
Accumulation of results	Year-to-Date Calculated from May 1st of current year.	Inception-to-Date Calculated for the beginning of the grant, even if spanning multiple years.
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. Carry forward is a lump sum calculation posted to a single account 700421 "Previous Year Balance Forward'	This concept does not exist for Grants. Rather, the cumulative result since the fund's inception is always available. Results are accumulated account by account.

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