Glossary of Terms


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Application Toolbar
The Application Toolbar is the fourth bar located beneath the Standard Toolbar at the top of the SAP screen. This Toolbar contains "shortcut" buttons (icons) for additional functions based on the screen displayed or task being performed in SAP.
Apportion
To assign an appropriate share of incurred cost to benefiting departments.
Appropriation and Transfers
Represents 1) an assignment by the Board of Trustees of a portion of the unrestricted revenue of the Current Unrestricted Fund or 2) the reallocation/reclassification of revenue or accumulated surplus from one fund to another.
Apron
White space added to margins of text area on a page to accommodate a foldout
Asset
An asset is defined as any building, land, equipment, or furnishings that qualifies as a capital item and is owned or leased by Duke. Every asset has an asset master record in SAP, which assigns an asset number and contains the company code, responsible cost center, location, and other information. An asset can be a simple asset or it can be represented by several asset master records (asset sub-numbers). In this case, the individual components (sub-numbers) are called assets.
Asset Class
The asset class is the main criterion for grouping fixed assets according to operational and legal requirements. Examples of asset classes at Duke include land, buildings and equipment, vehicles, and vessels. The asset class defines control parameters and default values for the depreciation calculation and other master data. Each asset master record is assigned to one and only one asset class.
Asset Tag Number
A metal tag applied to movable assets that carry a control number for identification purposes. Items that cannot physically carry a metal tag have an assigned number.
Assigned JV Number
An Assigned JV number by design belongs to a department, not the contact person. This ensures the historical ability to identify the department responsible for any particular Journal Voucher.
Audit

A formal examination of an organization's or individual's accounts or financial situation. An audit may also include examination of compliance with applicable terms, laws, and regulations.  *

Author's Alterations (AAs)
In composition, changes and additions in the copy or layout after it has been typeset. Generally any changes to mechanicals after going to the printer are considered AAs, and are charged back to the customer.
Authorized Official

The individual(s) formally authorized to bind the institution to grants, contracts and other agreements; the official "signer" for the institution.

Auxiliary
Enterprises that function in a subsidiary capacity providing services, materials or facilities to University and non-University elements. Generally speaking, they cover their own expenses. Examples are DUAA, DUFS, Golf Course, Press, etc.
Availability of Funds
When or if sponsor funds are available, appropriate direct cost items should be charged to sponsor funds. If sponsor funds are not available and it is determined that the scope of work of the project cannot be modified to eliminate the need for the item, then the direct cost item should be charged to an appropriate cost sharing account.
Back Up
To print the reverse, or back side, of a sheet
BFR (Budget and Financial Reporting) Code
Departmental position code within the company code structure.
Also referred to as "Organizational (Org.) Code".

The BFR code is a series of ten digit codes within the General Ledger that provides a five level organizational hierarchy structure. Every position and cost object at Duke will be linked to a BFR code at some level in the hierarchy.
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