Trans table fields

The following are some of the fields contained in the trans table.

TRANS_NUMBER

(Part of primary key) A unique sequential number assigned to each set of transaction lines or journal entry representing a single accounting transaction.

LINE_NUMBER

(Part of primary key) A sequential number assigned to each line within the transaction set or journal entry. For example, the number 1 is assigned to the first line for a transaction, the number 2 is assigned to the second line, and so on. There can be duplicate line numbers.

SUB_LINE_NUMBER

(Part of primary key) A sequential number assigned as the sub line number when distributions for an invoice are assigned across multiple entities. The accounting record must then also be split by an entity to keep the accounting straight. For example, this can happen when different entities are assigned to dues products when using accrual dues, and also when processing split gifts in Fundraising.

BATCH_NUM

The number or code representing the batch to which this transaction belongs, typically coinciding with the active batch at the time the transaction was entered or generated. If batch control is not enabled, this field is blank.

TRANSACTION_DATE

The accounting date assigned to the transaction. If batch control is enabled, this should match the batch date.

FISCAL_PERIOD

The month/year combination (YYYYMM) which represents the accounting fiscal period to which the transaction belongs. This is calculated based upon the transaction date in conjunction with the value in the First Month of Fiscal Year (Number) field in the Set up module window (from AR/Cash, select Set up module). This field will only match the month/year combination of the transaction date if the fiscal year begins in January. Used for interfacing to certain GL packages.

BT_ID

The ID number of the customer who has financial responsibility for this transaction

ST_ID

The ID number of the customer who is the recipient of the goods or services related to the transaction.

CUSTOMER_REFERENCE

The purchase order number or a similar brief reference that needs to be reported to the customer to allow proper identification of the transaction.

SOURCE_CODE

The marketing code, typically used to help analyze and track the success of various marketing programs

SOURCE_SYSTEM

The code representing the iMIS module where the transaction was entered or generated. The common module SOURCE_SYSTEM codes include AR for any transaction entered or generated (simple order entry invoicing) on the AR/Cash menu, MEETING for meeting-registration generated transactions, ORDER for full order entry invoice and credit memo transactions, DUES for cash-based dues payment and accrual-based billing transactions, and FR for pledges and donations entered on the Enter and edit gifts window.

JOURNAL_TYPE

The code representing the general type of transaction or journal entry. These types include the following:

  • IN is usually assigned to an initial income recording transaction. Transactions which are assigned IN normally include sales transactions, transactions generated by order invoicing, transactions generated through the event-registration process, and fundraising gifts and pledges.
  • PAY denotes a payment or cash receipt related to open items.
  • CM denotes transactions entered through the Enter and edit credit memos window (from AR/Cash, select Enter and edit transactions > Credit memos) or generated by processing a credit-memo order type.
  • DM denotes transactions entered through the Enter and edit debit memos window (from AR/Cash, select Enter and edit transactions > Debit memos) or generated by processing a debit-memo order type. This type is used also in the offset entry to the Prepaid Order account when prepaid orders are invoiced.
  • REF is the code assigned to transactions generated by the Credit Invoices window (from AR/Cash, select Process month-end procedures, and click Credit Invoices) during the issue refunds process.
  • PP is the code assigned to cash/prepaid order transactions generated when cash is entered on an open order.

TRANSACTION_TYPE

The code that denotes the type of individual transaction line. These types include the following:

  • AR denotes a debit or credit entry to the accounts receivable account.
  • PAY typically denotes an entry to a cash account. The two exceptions are for *Tab transfers, where the PAY line is represents an entry to the accounts receivable account, and refund transactions, where the PAY line represents an entry to the Refund Clearing account. *Tab AR entries disguised as PAY lines are detected by checking for an * in the first position of the Check/CC field. Refund/clearing entries are located by checking for the PAY type and REF journal type combination.
  • DIST denotes an entry made to income, expense, or miscellaneous charges.
  • PP denotes an entry made to the Prepaid Orders unearned income balance sheet account.
  • TR denotes a transfer/clearing entry made in conjunction with *Tab transfers and during the invoicing of prepaid orders. Used to supply the necessary invoice-level transaction audit trail when a single debit or credit line needs to support two separate invoice records simultaneously.

OWNER_ORG_CODE

The entity owner of the overall transaction. In the case of an income/invoice related transaction, this is the overall income owner. In the case of a cash-receipt or dues cash payment transaction, this is the cash owner entity (or owner of the open credit when an *Tab transfer is recorded).

GL_ACCOUNT_ORG_CODE

The entity owner of the individual transaction account number. In the case of an income/invoice related transaction, this entity may differ from the value of the OWNER_ORG_CODE field on the payment line. In the case of a cash receipt, the value of the application line's GL_ACCOUNT_ORG_CODE field may differ from the value of the OWNER_ORG_CODE field if the open AR line has a different entity owner.

PRODUCT_CODE

On DIST or distribution lines, the originating PRODUCT_CODE value is retained here.

PSEUDO_ACCOUNT

A system-generated code consisting of the following three components:

  • GL_ACCOUNT_ORG_CODE
  • SOURCE_SYSTEM
  • PRODUCT CODE on a DIST line or TRANSACTION_TYPE on all other lines

This field is frequently used in the description lines in summary entries in the GL interface export/import files. This field can be used to identify the correct GL account when an account has been left blank or is incorrect.

GL_ACCOUNT

The actual general ledger account number. In the case of a deferred income transaction, this field represents the future income account.

DEFERRED_GL_ACCOUNT

In the case of a deferred income transaction line, this is the account to which the initial general ledger entry will be made.

EFFECTIVE_DATE

In dues/subscriptions related transactions, this field contains the beginning date of the term being paid for, or in the case of an accrual-dues transaction, the beginning date of the term being billed. In the case of a deferred income transaction line, this field contains the trigger date when the income will begin to be recognized.

MONTHS_PAID

In dues/subscriptions related transactions, this field contains the number of months being paid for within the term, or in the case of an accrual-dues transaction, the number of months being billed within the term. In the case of a deferred income transaction line, this field contains the number of months over which the income will be recognized.

AMOUNT

The actual debit or credit amount

INVOICE_CHARGES

The amount (if any) which has been or will be posted to the linked Invoice summary record's charges total

INVOICE_CREDITS

The amount (if any) which has been or will be posted to the linked invoice summary record's credits total

POSTED

Represents the posted status of the transaction. The possibilities include the following:

  • 0 denotes unposted. This value typically exists only if the Separate Posting Cycle Required option is enabled on the AR/Cash Batch Control window (from AR/Cash, select Set up module, and click Batch Control).
  • 2 denotes posted to the relevant iMIS tables that are appropriate for the Transaction. These tables may include Invoice, Activity, and Subscriptions.
  • 4 denotes transferred to the general ledger through a GL Interface export/import operation.

ENTERED_BY

The USER ID of the iMIS user who initially entered the transaction

DATE_ENTERED

The date and time that the transaction was initially entered