Database - Source - System

• System state
  this table tracks the closing and re-opening of Accounting Periods as it relates to posted transactions, maintaining one record for each System State with these three fields:
  • State: the System State Number (the first record contains 1)
  • Date: the Date that this System State was created
  • Time: the Time that this System State was created on this Date

• AcctName
  this table tracks data for these four Database - Fields:
  • GL Prefix: compound Prefix number
  • GL Number: basic Account Number (GL #)
  • Description: name assigned to basic Account Number (GL #)
  • Subledger Master: present when GL Number/Account is designated as a control account and showing the name of the Template capturing data for the associated Master data table

• AccGroup
  this table tracks data for these four Database - Fields (it contains one record for each List in each Group):
  • Group name: the name assigned to the Group
  • Group description: the Description assigned to the Group
  • List name: the name assigned to a List forming part of the Group
  • List description: the Description assigned to a List forming part of the Group

• AccList
  this table tracks data for these four Database - Fields (it contains one record for each GL #/range in each List):
  • List name: the name assigned to the List
  • List description: the Description assigned to the List
  • GL Number: the GL # forming part of the List
  • Account description: the Description assigned to the GL # forming part of the List

• Database - Fields
  System Fields specific to TXDetail and OpenItem tables
  • Document type
    Actual or Budget.
  • Document class
    Regular or Restatement.

    Please Note:
    Document type and Document class are usually used in tandem. See Sources

• Document name
  Source document name as set up with Architecture - Sources.

• Document status
  status flag for Saved Transaction records (Completed and Suspended records remain editable until Posted):
  • Completed (balanced and mandatory data given);
  • Suspended (deficient in some manner);
  status flag for Posted Transaction records:
  • Posted (GL Summary tables updated)
  
  
• Extra table
  the Template Name, represented by an internal code, indicating which Data Entry Template created the record; hence, the Extra table where the applicable data captured through Extra fields is stored.
  
  
• Record type
  the Record type registers four settings: Regular, Payment, Discount, and Bank. The last three settings are introduced during transaction data generation as part of the check-writing feature.
  
  
• Subledger Id
  this is the numeric internal Subledger number, assigned by the system in sequential order, regardless of what numbering format is employed by the user (this internal Subledger number is a permanent component of every applicable transaction and permits restructuring of external Subledger numbers without loss of data integrity).
  
  
• Subledger Master
  present when the GL Number/Account is designated as a control account and showing the name of the Template capturing data for the associated Subledger Master data table.
  
  
• System State
  the System State assigned on Saving the Transaction (when the Document status is either Completed or Suspended) or on Posting the Transaction.
  
  
• TX number
  is a unique identifier that groups a number of database table rows when the data originated from a unique Document or data batch. Each individual component of the Txnumber group has its own individual Record id.
  
  
• Database - Fields
  System Fields specific to OpenItem table only
  
  • OPI match value
    the unique match group (e.g. a specific Reference #) being used to sum up the Amount total of the match group.
  • OPI status
    being either Open (i.e. the Amount total of the match group is not equal to zero) or Closed (i.e. the Amount total of the match group is equal to zero).
    

• Database - Fields
  System Fields specific to Subledgers only
  
  • Matching method
    present in Subledgers tables when GL Control account set for Open Item analysis
    • Automatically, sorted by match field (i.e. Balance Forward style); or,
    • Hand-picked (i.e. applied to specific item)
  • Matching field ID
    the Common field selected as being the match field (e.g. Reference # with Hand-picked)
    
    
• Database - Fields
  System Fields specific to all database tables
  • Record Id
    the integer internal Record number, assigned by the system in sequential order, by table (regardless of what Source Document  (i.e. Document name) or Reference number scheme is used in the case of Transactions). The Record id identifies the row in a database table. Please note: in the event that a record is changed after saving, the old Record id is vacated and a new Record id assigned.

  Global and Subledger line items are stand-alone records. In the case of Transactions (accounting data), rows are usually part of a "zero-balanced group" which is identified by a unique TX number in each transaction record.

  • User
    login account of user who entered or last edited the record
  • Date changed
    date record was entered or last modified
  • Time changed
    time record was entered or last modified

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