Glossary of Terms

Search Glossary:

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


Account Assignment Model
A template for journal entries used to save keystrokes for repetitive entries. Account assignment models can simplify journal entries that are created monthly by entering and saving multiple sets of identical data. The Account Assignment Model can be modified during posting to add/delete/modify line items. They can be created by any user or centrally by Duke University and Duke Health System accounting areas.
Accounting Document
The accounting document represents the original financial document in the system. An accounting document can also be generated from the creation of another type of document in SAP, such as an Invoice document. Accounting documents always consist of a document header with general information about the entire document and at least two line items for the debit and credit. The balance of the document must equal zero.
Accounting Period
The period within a fiscal year during which transactions can be recorded. For Duke, the accounting period is the fiscal month, as defined in the Fiscal Calendar published by the Financial Services division.
Accrual and Deferral
Accrual and deferral provides a temporary allocation of revenues and expenses to determine the profit for the period. A distinction is made between accrued income and deferred income; accrued income includes expenses before the closing key date, insofar as they represent expenses for a particular time after that date.
This is an attribute that exists in the PS module of SAP and it identifies the "Sponsor" of the project, such as NIH, DOE, Glaxo, etc.
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.
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.
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.
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.
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.
Abbreviation for "Board of Trustees".
Chart of Accounts
Equivalent to Duke's set of object codes (old terminology), the Chart of Accounts (COA) in SAP contains a detailed list of G/L (general ledger) accounts within account categories. The COA includes G/L accounts for the categories of Assets, Liabilities, Fund Equity, Revenues, and Expenses. Only one COA, which is identified by the value "DUKE", exists in SAP for all the companies within Duke, although different G/L accounts can be configured by each company.
Command Code
A Command Code is a two or three-digit value, usually beginning with a forward slash ( / ), that when entered into the Command Field on a SAP screen, performs functions in like opening or closing sessions and transactions. So, a Command Code is yet another way to navigate the SAP system. Most Command Codes can be used alone or with a four-digit Transaction Code.
Command Field
A field located on the Menu bar of the most SAP screens. This field can be used to enter Transaction codes and/or Command codes to navigate the system instead of using lengthy menu paths.
-- Page 1 of 6 --