Calculation: number of days between PO creation date and FI X

Transcription

1 haracteristics and Key Figures Term Type* Definition BUS LOS PDL POS SA # Days PO alculation: number of days between PO creation date and FI Invoice KF Doc Posting Date #Days Open Awaiting alculation: If cart has been approved: number of days between the cart creation date and S approval date; if not approved: number of days between the cart creation date and Approval KF current date The SAP logon ID of the person who entered invoice data in AP lerk Name SAP E. ARAVO Vendor ID SAP creates an instance of a supplier for every address the supplier submitted in ARAVO. If one supplier has multiple addresses, SAP records these as different vendors with multiple SAP vendor IDs. ARAVO ID, on the other hand, is unique and provides the only means to aggregate these multiple SAP vendor IDs in the report by a single unique vendor number. Asset This is the number which, together with the asset subnumber, identifies a Fixed Asset in Asset Accounting. Asset Sub Number Number which, together with the main asset number, uniquely identifies a fixed asset. Base Date For internal use by Sourcing and Procurement. Basis of Award What kind of contract is in place? Potential values include Fixed Price ontract, Time and Materials, Service ontract, and Other. Note: Basis of Award is a Facilities ONLY field. Business area The Business Area is an organizational unit of Financial Accounting, which corresponds to a separate operational or responsibility area in the organization. An internal balance sheet and a revenue and expenditure statement can be created for each Business Area. Boston University has identified three primary Business Areas: 1R = harles River ampus; 2MED = Medical Research ampus; and 3NBL = National Emerging Infectious Disease Lab. Buyer A Sourcing & Procurement professional that assists in the procurement process ampus Indicates the campus where the shopper is located. atalog If an item was purchased from an electronic catalog, this field indicates the name of the supplier catalog it was ordered from for punch out. No catalog information will be available for items purchased via free text Shopping arts. ity (Vendor) The city specified by the supplier when registering in ARAVO/SAP learing # A unique SAP document number that is tied to transactions which clear vendor and cash accounts via credits and debits learing Date This is the date on which a clearing transaction occurred. * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

2 haracteristics and Key Figures Term Type* Definition BUS LOS PDL POS SA A ost enter is an organizational unit or activity within a company code that represents a clearly unique location where revenue and costs occur (e.g., Fund enter, Fund and Business Area). The relationship between organizations and cost centers is hierarchically inherited along the BU organizational structure. ost enter is a type of ost Object in SAP. It is a required field whenever revenue or expenses are posted in ost enter SAP. ountry (Vendor) The country of the address that the supplier used when selfregistering in ARAVO/SAP. redit Memo Quantity KF Quantity of goods being processed with a credit memo. Delivery osts KF ost associated with the delivery of an order Delta Quantity (PO Inv) KF alculation: difference in quantity between purchase order and corresponding invoice Delta Value (PO Inv) KF alculation: difference in value between purchase order and corresponding invoice Department This is the department that ordered the goods, shows a number (it is data from the legacy system) Disc. Amount KF Indicates the amount discounted due to negotiated prompt pay discounts by Sourcing & Procurement when applicable. Funds related to discounts are returned to the funds centers originating the purchases. Document Type Key that identifies to which group of documents a transaction will be assigned. Documents of the same type contain common information which is relevant to posting and update of the value fields in the data base. Examples of document types include Alumni Gifts, ustomer redit Memo, ustomer Invoice, etc. Refer to Appendix A: AP Document Types for more information. Expected Payment Date Expected Payment Date is a calculation based on payment terms and the Vendor Invoiced Date. For example, a Vendor with Net 30 payment terms who invoices on April 1st will have an expected payment date of April 30th Expected Value KF The dollar amount entered for a line item on a Purchase Order for a Limit or Material Order entered at the creation or change of the Purchase Order. This value encumbers funds and is the amount Boston University expects to pay for the goods or services. FI Doc # (SAP Invoice #) A unique SAP number for a specific invoice document. FI Doc # (SAP Invoice) A unique SAP number for a specific invoice document * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

3 haracteristics and Key Figures Term Type* Definition BUS LOS PDL POS SA FI Doc (SAP Invoice) Posting Date Date the Invoice was entered in E by the AP clerk FI Doc Posting Date Date the Invoice was entered in E by the AP clerk This flag indicates that the Final Invoice field has been checked Final Invoice Ind in E Fire ode This is a flag that is automatically set based on the Product ategory code signifying furniture purchases that may require permits from the ity of Boston. FM Posting Date This is the date the financial system records the transaction Funds enter Fund enters is a clearly defined area of responsibility in Funds Management. The fund center is an organizational unit within a Financial Management area to which budget can be assigned. Fund centers are structured in a multi level hierarchy. They are used to collect costs in an organizational unit (e.g. University department) and support budgeting at the department level. Fund center is the same as cost center and equivalent to Unit Dept or Unrestricted Account. G/L Account A type of Financial lassification in the Finance (FI) omponent that is used for accounting transactions to form the basis for creating balance sheets and high level income statements Hdr Level Total Value KF Total amount for shopping cart (sum of all items in cart) Internal Order An internal order is a cost collector capable of budgetary monitoring and reporting of revenues and expenses separately from a cost center. All sponsored projects are internal orders. Internal orders may also be used to track nonsponsored revenues etc. Invoice Amount KF ost per item on an invoice When the Product Description characteristic is included in the display, Invoice Quantity indicates the number of items listed on the invoice. If Product Description is not displayed, Invoice Quantity indicates the total count of items for that transaction Invoice Quantity KF or sum of transactions Invoiced When the Product Description characteristic is included in the display, Invoice Quantity indicates the number of items listed on the invoice. If Product Description is not displayed, Invoice Quantity indicates the total count of items for that transaction Quantity KF or sum of transactions. Invoiced Value KF ost per item on an invoice * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

4 haracteristics and Key Figures Term Type* Definition BUS LOS PDL POS SA Invoiced Value Value of the credited amount as shown in the redit Memo (redit) KF from the vendor Invoiced Value (Debit) KF Value of the order as shown in the invoice by the vendor Item No. in FI Doc # Number that identifies a line item on a document. Limit Order Invoiced Amount KF Amount for each invoice charged against a limit order Limit Order Remaining Amount KF (shown only on subtotal line) alculation: Limit Order Total Amount Limit Order Invoiced Amount Limit Order Total Amount KF (shown only on subtotal line) Original set up amount plus/minus any adjustments since creation date Minority BU tracks the following diversity classifications: (1) Woman Owned/Disadvantaged Bus; (2) Disadvantaged Business(SDA/SBA; (3) HUBZone (SBA ertified)(hub); (4) Veteran Owned (Vet); (5) Service Disabled Veteran(SDVB); (6) Disabled Person Owned Business; (7) Small Business (SB); (8) Indicator Minority Owned Business(MOB). Number of Number of steps involved in approval process for a shopping Approval Steps KF cart How quickly payment will be made. This can also include Payment Terms negotiated discounts such as 2% 10 day net 30. Period/Fiscal Year Fiscal month and year. The BU Fiscal Year runs from July 1 through June 30. Thus, July is the first fiscal period and is represented as period 001 in SAP. August is period 002, and so forth. Purchase Order number automatically assigned to a shopping cart by the system as a follow on document once the shopping cart has been approved in the system. It is a ten digit number starting with 85, unless it is a limit order, in which case it will start with 86. PO # PO ancel Indicator Indicates the purchase order has a status of "cancelled" PO ancelled Indicator Indicates the purchase order has a status of "cancelled" PO hanged by SAP logon ID of the Sourcing employee who changed the purchase order PO lose Date The date the Final Invoice Indicator was checked. PO losed Indicator Indicates the purchase order has a status of "closed" PO reated by This field will contain the shopper's name unless the PO was manually created by the buyer. * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

5 haracteristics and Key Figures Type* Definition BUS LOS PDL POS SA PO reation Date The date of creation of the Purchase Order. If the Purchase Order was changed, it will show the date of the latest change PO Date Date on which PO was created. Stands for are Of and it is a field in the delivery address tab. This field is used for providing the name of the recipient PO Delivery /O of the good or service on the purchase order PO Delivery The location on campus where the goods are being shipped or Address the service is rendered. Indicated on the purchase order PO Delivery Phone, Zip and ity fields on the Delivery Address S2 Address/Performance Location tab in the shopping cart PO Delivery Name and Street/House Number fields on the Delivery Address 1 Address/Performance Location tab in the shopping cart PO Delivery Name and Street/House Number fields on the Delivery Address S1 Address/Performance Location tab in the shopping cart PO Delivery /O Stands for are Of and it is a field in the delivery address tab. This field is used for providing the name of the recipient of the good or service on the purchase order PO Funds enter Funds enters are clearly defined responsibility area in Funds Management to which budget can be assigned. For Boston University, Funds enters are a ten digit, numeric account number that are maintained in a 1:1 relationship with ost enters. The ten digits contain a key to Business Area, Unit, Department, Fund Type, and Departmental Activity. The expense object (General Ledger account number) against PO GL which charges on a PO were entered PO Item # Item line number for multiple items on a purchase order. PO Item Description Item description for each item listed on a purchase order PO Limit End Date End date of limit order PO Limit Start Date reation date of limit order PO Name The title of the Purchase Order which defaults to the Username/Date/Time (at shopping cart creation) unless another value is entered by the shopper or buyer. PO Parked Indicator Flag indicates purchase order has been parked PO PoP End Period of Performance End date. The Period of Performance functionality further restrict the terms against which a vendor may deliver and invoice for said goods or services. * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

6 haracteristics and Key Figures Type* Definition BUS LOS PDL POS SA PO PoP Start Period of Performance Start date. The Period of Performance functionality further restrict the terms against which a vendor may deliver and invoice for said goods or services. PO Processing Status Status of purchase order; includes Ordered, Held, Saved, Awaiting Approval and Transaction ompleted PO Sent Date Date when PO was sent to vendor PO Vendor Vendor to whom purchase order was sent. PO# Purchase Order number automatically assigned to a shopping cart by the system as a follow on document once the shopping cart has been approved in the system. It is a ten digit number starting with 85, unless it is a limit order, in which case it will start with 86. Postal ode Indicates the postal code of the supplier address in E and (Vendor) for ARAVO registered PO suppliers in E+SRM Posting date Date the vendor invoice posted Two digit numerical key that controls how line items are Posting key posted. Process Start Date purchasing process started. May be creation date for Date shopping cart or purchase order, whichever is earlier Product Numeric code that represents a type of product or service. At ategory BU, UNSPS codes are used as Product ategories. Product Description Shows the product description as entered on the PO Product P/N (Vendor) This column will display the Vendor Part Number when available. All electronic catalog items will show one. Purchase Order Quantity KF Item quantity indicated on purchase order Purchase Order Value KF This field lists the total value of the Purchase Order. If PO Item Description characteristic is brought in, the Purchase Order Value key figure will show the line value of each item. Purchase order Quantity KF Item quantity indicated on purchase order Purchase order Value KF This field lists the total value of the Purchase Order. If PO Item Description characteristic is brought in, the Purchase Order Value key figure will show the line value of each item. Purchase order Quantity KF This key figure shows the number of units on the shopping cart. If S Item Description characteristic is brought in, the Shopping art Quantity key figure will display the quantity of each line. Purchasing Group One or more Buyers responsible for purchasing activities involving related commodities, e.g., lab supplies. Reason ode Reason for a change on the Purchase Order entered by the buyer. * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

7 SAP Invoice # haracteristics and Key Figures Type* Definition BUS LOS PDL POS SA System generated number created when invoice information is entered into the system by AP SAP Invoice reation Date Date the vendor invoice was entered by AP (Posting date can be set to a different date than that on which it is entered) S # Shopping cart number assigned when cart is created S Approval Date Date on which shopping cart was approved S Approval Status of a shopping cart; values include "Approved", "Not Status Assigned", "RELP" S Approver Individual (or system, if "WF BATH") involved in approval workflow for a shopping cart S reation Date Date on which shopping cart was created Stands for are Of and it is a field in the delivery address tab. This field is used for providing the name of the recipient S Delivery /O of the good or service on the shopping cart S Delivery Address The location on campus where the goods are being shipped or the service is rendered. Indicated on the shopping cart S Delivery Address 1 Name and Street/House Number fields on the Delivery Address/Performance Location tab in the shopping cart S Funds enter Funds enter associated with cost object specified in S Account Assignment # and S Account Assignment ategory S GL The expense object (General Ledger account number) against which charges on a shpping cart were entered S Goods Recipient The name of the contact person upon delivery. It is possible this name is different from Shopper S Item Description Description of items in a shopping cart S Name The title of the Shopping art which defaults to the Username/Date/Time (at shopping cart creation) unless another value is entered by the shopper. S Parked Indicator This field indicates a document that is not ready for posting and has been stored in the system. It is recommended that this feature not be used. S Processing Status Processing status of shopping cart S Supplier Product # Identification number used by supplier to indicate a specific product S Vendor Vendor listed on original shopping cart (may be different from vendor specified on purchase order) S# Shopping cart number assigned when cart is created * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

8 haracteristics and Key Figures Type* Definition BUS LOS PDL POS SA Selection of Source How did the shopper determine that the proposed price is fair and reasonable? Potential values include Justified Sole Source, Alternative Quotes, ompetetive RFP/onsortium and None. SAP logon ID of the Shopper who created the shopping cart. Shopper names will only be shown for those purchases associated with a PO. Disbursements will not show shopper names. Shopper Shopping art Quantity KF 0 2 Shopping art Value KF This key figure shows the total value of the shopping cart. If S Item Description characteristic is brought in, the Shopping art Value key figure will display the value of each line. Spent KF (shown only on subtotal line) alculation: Limit Order Invoiced Amount as a percentage of the Limit Order Total Amount The state specified by the supplier when registering in State (Vendor) ARAVO/SAP. Total Invoice Amount KF Total invoice amount, by vendor, for purchases made via both PO and non PO transactions. Total Invoice Qty KF The total count of items for that transaction or sum of transactions. Total Paid KF Total amount paid to vendor for purchases made with or without a purchase order. Note that discounts are also part of the payment. Vendors that have an ongoing relationship with BU are fully registered, as part of the registration they are asked to select a primary line of business (there are 23) that defines the type of products or services they provide. The purpose is to classify Type of Business the supplier for spend analysis. Unit School, college or administrative unit. Unit of Measure Unit by which quantities are to be measured. Some examples include: pound, gram, meter, liter Value Limit KF The Purchase Order Value Limit is the maximum amount that can be paid for a line item on a Limit Order. Generally the Value Limit and Expected Value are the same. Vendor The name of the supplier as it was created in SAP along with the ID. In some cases suppliers will have multiple IDs, one for every 'order from' and/or 'remit to' locations. Vendor FI doc Vendor that appears on SAP Invoice (FI Doc) Vendor Invoice # Number on invoice received from vendor * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18

9 Vendor Invoice Date Vendor UNSPS haracteristics and Key Figures Type* Definition BUS LOS PDL POS SA Issuing date of vendor invoice. Note that this may or may not be the same date the invoice was posted to the Purchase Order for payment The primary Product ategory using United Nations Standard Products and Services ode to comply with purchasing industry standards. WBS Element With Purchase Order KF Each capital project within Project Systems (PS) is a hierarchically structured set of Work Breakdown Structure (WBS) Elements. WBS elements reside below the Project Definition and are the cost collectors or "cost objects" within the ontrolling (O) module. All BU projects will consist of only one WBS Level 1 Element, and a minimum of one WBS Level 2 Element(s). No Additional WBS Level s (e.g., 3, 4) will be used at BU. Individual structural element in a work breakdown structure (WBS) representing the hierarchical organization of an R/3 project. Describes either a concrete task or a partial one that can be further subdivided. Invoiced amount related to purchases made using purchase orders * = haracteristic; KF = Key Figure SRM Definitions haracteristics and Key Figures.xlsx Last Updated 6/06/18