Data Definitions - Balance Sheet
The following table lists the Michigan data items, the field names, description, type, and the location from which the data is retrieved for balance sheet records loaded in the Financial Information Database (FID).
Data Item | Field Name | Description | Type | Location |
|---|---|---|---|---|
Fiscal Year | Year | The fiscal year selected when adding a new record. This field is required. This field is unavailable when updating an existing record. Not reported to the FID as a separate field but is used in the file name. | CHAR(4) | genledgr.yr |
Transaction Code | Transaction Code | A code used to identify whether an accounting entry is Revenue, Expenditure, or Balance sheet. Used internally in district accounting systems. Valid values (one position):
Not reported to the FID as a separate field. The transaction code is used to determine in which file (revenue, expenditure, or balance sheet) to include the record for FID submission. | CHAR(1) | NA |
Fund | Fund Code | An independent fiscal and accounting entity, preferably with a self-balancing set of accounts, with its assets, liabilities, resources, and fund balances that are segregated to carry on specific activities following special regulations, restrictions, or limitations (two positions). This field is required. | CHAR(2) | Crosswalked from a field in the accounting structure based on the Fund Code level in the FID Crosswalk setup. |
Major Class | Function/ Major Class | The basic account identifier for recording transactions involving assets, liabilities, fund balance, and revenues (three positions). This field is required. | CHAR(3) | Crosswalked from a field in the accounting structure based on the Balance Sheet Major Class level in the FID Crosswalk setup. |
Suffix | Object/Suffix | The code used to further define/distinguish between revenue sources (four positions). This field is required. Edited on the revenue file, but not the balance sheet. | CHAR(4) | Crosswalked from a field in the accounting structure based on the Balance Sheet Suffix level in the FID Crosswalk setup. |
Program | Program | Not used for balance sheet records. | CHAR(3) | Blank |
State Code/ Grant Code | State Code | Not used for balance sheet records. | CHAR(4) | Blank |
Facility/School | Facility/School | Not used for balance sheet records. | CHAR(5) | Blank |
Amount | Amount | The cumulative total for all 13 periods for this organization/account or fund/account. This field is required. | DECIMAL (12,2) | Sum of actual amounts from all 13 periods in the general ledger for the selected records. (gl_bal1 to gl_bal13) |
Organization | Organization | The key organization as it appears in the expenditure or revenue ledgers or the fund code as it appears in the general ledger. This field is required but is not reported to the FID. | CHAR (16) | genledgr.fund |
Account | Account | The account as it appears in the ledgers. This field is required but is not reported to the FID. | CHAR(8) | genledgr.account |
Original Amount | Original Amount | System-maintained field containing the original amount when a record is changed or deleted. Used in the Audit Log. | DECIMAL (12,2) | Original sum of actual amounts from all 13 periods in the general ledger for the selected records. (gl_bal1 to gl_bal13) |
Maintenance Code | Maintenance Code | System-maintained code identifying the type of change made to a record. When the records are loaded initially, this field is blank. Valid values:
It can also be blank. Used in the Audit Log. Records with maintenance codes O and D are not reported to the FID. | CHAR(1) | NA |