Accounting Services

Legend for Document Number Format

9	Any numeric character (0 - 9 ). See Entry Code document numbering methodology for contents of this field.
AAA	Ship Order Job Number. Each Ship Order (see Entry Code 44) may be sequentially assigned a number up to 999 for a Blanket Order.
Acctg	Accounting Services
APC/APD	Amended Payroll Certification/ Distribution
AVP	Audio Visual Production
B.O.	Business Office
C	Differentiates a Contractual Encumbrance document from other P.O./Encumbrances (Entry Code 44). Value is always "C".
CIS	Center for Instructional Services
CMS	Central Machine Shop
dd	Current day (effective date)
DDDD	Four-digit department code for the University department originating the transaction.
dept.	University department
E.C.	Entry Code
EDF	Encumbrance Document File
F	Indicates type of Contractual Encumbrance: "A" = SPS Contract (Document number assigned by Acctg) "C" = Construction Contract (Document number assigned by Construction Department)
FMIS	Financial Management Information System
FW	Fort Wayne
GG	A unique alpha prefix indicating a stockless purchase only. Specific vendors assigned include: Prefix Vendor Prefix Vendor ------ ------------------------ ------ ---------------------- AW Awards by Connie KI J. A. Kindel BE Bearings KR Kirby Risk BC Berry's Camera LZ Leming Supply BI Biggs Pump & Supply LG Lafayette Glass AC Ace Hardware MU Mulhaupts CW Lafayette Electronics NE Neuwelts CA Computer Answers SC Schnaibles CS Creative Solutions SM Smith Office FF Magna One Hour TR Trio Engraving GR General Refrigeration UB University Book Store HP HP Products
G/L	General Ledger
H	Indicates Central Machine Shop document (see E.C. 70 and 71). Value is always "C".
HFS	Housing & Food Service
IIIII	First five digits of the Time Stamp number generated within the automated system ( 05591 = 05:59:1x )
jjj	Julian date (effective date)
K	A unique alpha prefix assigned to indicate an authorized University ordering authority. The prefix is also referred to as "P.O. Prefix" and is used within the PUPO system. (See Document Number Key "XXXXX" for specific numbering ranges within prefix.) Prefix Value University Ordering Authority ------------ ----------------------------------- CA Contractual Encumbrances entered by Accounting Services F Fort Wayne Campus H Calumet Campus L North Central Campus P Library M Food Stores (Not encumbered) All others West Lafayette: Specific alpha prefixes are assigned within this block to indicate specific buyers within the University.
L	A unique alpha prefix indicating the specific University Stores. Ranges are assigned as follows: Prefix University Store ------ -------------------------------------- B Biological Science F Physical Facilities Stores G General Stores M Postal Stores P Physics R Pharmacy S MSO Stores T Chemistry
LARS	Laboratory for Applications of Remote Sensing
mm	Current month (effective date)
MMAD	Materials Management and Distribution
N	Indicates document used to generate an entry. Value Source of Entry ----- ----------------------- 1 New Notice of Award 2 Change Notice of Award (increase) 3 Change Notice of Award (decrease) 4 Change in Budget Estimate (1008A) 5 New Notice to Proceed 6 Change Notice to Proceed or Change in Attribute While on Notice to Proceed 7 Continuation of Award/Notice to Proceed or Change in Attribute while on Continuation of Award/Notice to Proceed 8 B.O. 1008A while on Continuation of Award/Notice to Proceed 9 Change in Attribute while on Notice of Award
P.A.R.	Professional Activity Report
P.C.	Payroll Change
P.D.C.	Payroll Distribution Change (occurs simultaneously with a P.A.R.)
P.O.	Purchase Order (also referred to as Purch. 15)
P.F.	Physical Facilities
P.S.	Printing Services
PEP	Purdue Enrichment Program
PMU	Purdue Memorial Union
pp	Pay period (Purdue maintains a table of approximately 80 pay period occurrence dates.)
PUCC	Purdue University Computing Center
PUPO	Purdue University Purchase Order System, currently an automated system, separate from Acctg, used only for West Lafayette campus purchasing.
Purch.	Purchasing
PUSH	Purdue University Student Hospital
PUST	Purdue University Stores
Q	Any alphabetic or numeric character (A - Z or 0 - 9). See Entry Code document numbering methodology for specific contents of this field.
RC	Regional Campus
Rec As	Recorded As (See additional Key for column where this appears.)
Req.	Requisition
S	Represents the right-most digit of Fund. Numeric.
SACR	Single Account Change Request (SPS form)
SPS	Sponsored Program Services
TTT	A numeric suffix used to indicate entries posted on June 31, 32, 33, 34, or 35 at year end. Also indicates entries with Federal year end updates of September 31 and 32. Suffix contains the following potential values: Value Definition ----- ------------------------------- Blank Regular entry during year. 631 Entry posted June 31. 632 Entry posted June 32. 633 Entry posted June 33. 634 Entry posted June 34. 635 Entry posted June 35. 931 Entry posted September 31. 932 Entry posted September 32.
UUUUUUUU	Work Order number assigned by Physical Plant.
v	Last digit of calendar year (effective date).
WIP	Work-in-Process (Physical Plant)
WL	West Lafayette
W/O	Without
XXXXX	A 5-digit number, sequentially assigned by departments responsible for ordering. A new range of numbers starts for each of the following blocks of "K" prefix values: Range of Numbers Assigned ---------------------------------- Prefix Value Standing Orders Regular Orders ------------ ---------------- ---------------- F 00001 - 09999 10000 - 99999 H 00001 - 09999 10000 - 99999 L 00001 - 09999 10000 - 99999 P 00001 - 09999 10000 - 99999 M 00001 - 09999 10000 - 99999 All others 00001 - 09999 10000 - 99999 Each range of numbers should begin again at July 1. Note: Standing Orders refers to Lease and Rental Orders, Service Orders, Stockless Purchase Orders, and Blanket Orders. An indicator in the description field will be used to differentiate the different types. Note: Standing order Range: 00001 - 04999 are for Lease, Service, Maintenance and Blanket Standing Orders. 05000 - 09999 are for Continuous and Stockless Standing Orders. An indicator in the description field should identify the different types.
yy	Last two digits of calendar year (effective date).
Y	Last digit of fiscal year ( 1994/1995 fiscal year would be "5") or C for continuous standing orders.
ZZZZZ	A number assigned sequentially. Each July 1, the sequence begins with 0001, and may continue up to 99999.
Listing of Abbreviations Used in Accounting Materials