Glossary

| Term | Meaning | | --- | --- | | Accounting date | The date a line posts in the ledger: the submission or file transaction date for payments, the completion date for adjustments. | & | Chart of accounts (COA) | A chart of accounts an ERP records transactions in (general ledger, sub-ledger, projects, gifts…), with its own segments and a COA type. Its ERP COA code is written to journals in the {coa} column. | | COA type | What a chart of accounts is for: general ledger, subledger, projects, gifts, grants, assets or other. | | Batch (ERP) | A set of balanced journal lines sent to PeopleSoft together. | | Chargeback | Money taken back by a card issuer after a dispute. | | Chartfield string | A combination of ERP ledger segments (business unit, account, department…), belonging to one ERP configuration. | | Chartfield mapping | The equivalent of an older ERP configuration's chartfield string in a newer one, used for postings and adjustments after an ERP change. | | Bank ledger | The general ledger account cash moves through at a register (e.g. counter cash or bank clearing), set on the register. | | Correction | Re-coding a fee to a different chartfield or tax code with no change in cash. | | Credit note (CN-…) | The document number for a refund, void or chargeback. | | Discount | A rule that reduces a fee; posted separately to a discount chartfield. | | Exception (import) | An imported row that failed validation and is waiting to be fixed or rejected. | | ERP configuration | The ERP postings go to, with its segments, charts of accounts, chartfields, tax settings and journal layout. One is in effect at a time; a new one takes effect at its scheduled date and time. | | External reference | A reference from an imported file, e.g. the bank reference. | | Field key | The permanent name of a field in stored data, imports and rules (e.g. StudentId). | | Person ID | A field that captures a person's unique ID together with their person type (student, staff, alumni…). See Person IDs. | | Person type | The kind of person a Person ID belongs to, with a permanent code (e.g. STUDENT) and an ID format. | | User ID | The identifier of a staff member who signs in to the system - reserved for staff accounts, never used on forms. | | Field library | Reusable field definitions shared by forms. | | Form ID | The permanent identifier of a form (e.g. APP-FEE-001). | | Gross / Net / Tax | Amount including GST / excluding GST / the GST itself. | | Maker / Checker | The person who makes a change / the different person who must approve it. | | Now held | The cash still held for a submission after all adjustments. | | Payment status | Paid, PartiallyRefunded, Refunded, Voided, ChargedBack or NoFee. | | Posting status | Unposted (not yet batched), Batched (in a batch), Posted (released to PeopleSoft). | | Receipt (RC-…) | The document number for a payment. | | Reference (REF-…) | The number of a form submission. | | Register machine | The one enrolled computer an in-person register runs on, connected to its EFTPOS terminal. | | Scheduled (version, rate, ERP) | Set up to take effect at a future date and time while the current one keeps applying. | | Supervisor | The role that approves register end of day and signs off the day, for the locations the person is an approver of. | | Tender | A way of paying (cash, EFTPOS card, bank transfer…). Its kind decides how it is counted and reported; its code is a permanent key. | & | Till sign-in | Quick sign-in with a personal PIN on an enrolled register machine; counter access only. | | Reversal | The exact undoing of an earlier adjustment. | | Schema (import) | The description of a file layout and how its columns map to a form. | | Version (form) | A numbered edition of a form. Only drafts can change; the latest published version is live. | | Void | Cancelling a whole payment before it has been sent to PeopleSoft. |