Glossary of Terms

Account Chart
A grouping of valid General Ledger Accounts according to a business' organizational and operational structure
 
Balanced
A condition where the sum of all amounts of all Records making up an Accounting Transaction Document equals zero.
 
Cloned Template
An input form duplicated from a Primary template for the purpose of re-configuring (either cosmetically, functionally, or both) the Primary template. Unlike Primary templates, Cloned templates do not create any underlying database structures - they are merely input funnels to existing database tables. Therefore, based on the Primary template the Cloned template:
Common Field
A transaction data field defined in the Common Template and forming an integral part of the Common Transaction Table. By definition all Transaction Documents contain Common fields; however, not all common fields are "mandatory" in regards to data input.
Common Template
A transaction input form containing all data fields which must be present in each and every Record. The Common template becomes the foundation for each Extra Template (do not confuse Extra Templates with Cloned Templates).
Control Points
A set of eight (8) square points surrounding a selected object.
Distribution
Accounting Data Entry can be automated and/or controlled by defining distribution patterns for a triggering account combination e.g. purchases from a given supplier can only be allocated to certain expenditure accounts i.e. an invoice from the Gas Company must be expensed to Utilities.
Document
an item consisting of accounting Transaction Data forming a group of individual records that, collectively, are balanced when coded and entered correctly. A Document may consist of:
Extra Template
A transaction input form containing all Common fields plus Extra fields which should be present in a given Record under certain conditions. The use of Extra templates is triggered automatically when the specified conditions have been met.
General Data
Non-accounting data (no balanced debit or credit amount transactions) such as Subledger and Global data.
General Ledger (GL) Account
An account which may or may not be preceded by a GL Prefix  number. It can be thought of as a key and/or as a repository reference to accounting transactions carrying the same account number.
 
GL Accounts are:
 
General Ledger (GL) Prefix
One or more segments preceding the GL Account for the purpose of narrowing down its usage. e.g. Wages (a GL Account) may be applicable to a number of Departments (GL Prefix) within a business operating out of several Branches (GL Prefix) resulting in an account number of: Branch#+Department#+Wages (GL#).
 
Global Data
Data that is Account Chart independent.
 
Host Template
The Template to which a given Procedure is attached.
Mandatory
A condition set (in the Template Inspector) that requires that the field so defined be given data before the record can be saved as Completed.
 
Match Elimination
The process of matching Secondary Records against Primary Records, using a unique Match Reference, and flagging all records associated with a given Match Reference, when their amounts sum to zero, as being retired from the Open-Item analysis process.
 
Match Field
One of the Common fields designated in the Account Chart Inspector as furnishing the Match Reference for Open-Item analysis.
 
Match Reference
A data value from the Common fields of the Primary Record according to the Match field specification given as part of the Open-Item definition in the Account Chart Inspector.
 
Non-Database Field
Open-Items
The process of storing Primary Records in an Open-Item table and holding them there until a sufficient combination of Secondary Records achieves Match Elimination.
 
Operator
A mathematical or logical symbol denoting an operation to be performed (Webster). Used in STEP FORWARD's Procedures (Palettes), Search Criteria (Inspectors, Find Panels, etc.)
Primary Record or Item
Every Document, other than a Journal Entry, has a Primary Record which is associated with it, e.g.:
When using Open-Item analysis with a given GL Account, the Primary Record is added to the Open-Item table automatically.
Primary Template
A template (for data input) which, when saved, will be the basis of creating the underlying relational database table.
 
 
Record
"A collection of related items of information (as in a database) treated as a unit" (Webster) i.e. a collection of data fields forming a single row of data in a database table. Therefore, a Record is a row of information (entered during the data entry process and subsequently stored in the database) i.e, in the case of:
 
Rubber-banding
The Process of using the mouse to select one or more visual objects by dragging the cursor over them with the mouse button held down (fields/objects need not be located within the trace line, simple touching them is adequate).
Secondary Record or Item
This term is used in conjunction with Open-Item analysis and with Distribution of a Document:
Selecting
usually by clicking on the object.
Subledger Control Accoun
A GL Account which has been declared as being subject to Subledger analysis as part of the Account Chart creation.
Subledger Data
Data that is Account Chart dependent. Subledgers are used to analyze in greater detail Document records posted to a Subledger Control Account. They contain data of sufficient detail to explain the purpose of the analysis:
The tie-in between Subledger data and Subledger detail (i.e. Transaction Record) is the Subledger Number.

 


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