Financial Services
UW-Whitewater Accounting Services

Journal ID Prefix Definitions

When reviewing your online reports through the Shared Financial System reporting tool, you can drill down from an amount on a report to the detail journals on the general ledger. The journals have several different two character prefixes which represent different types of transactions from different sources. Transactions come into the Shared Financial System general ledger from three different sources: 1) accounts payable module; 2) purchasing module, and; 3) interfaces from other systems. In addition, some transactions are entered directly to the general ledger module. The following is an explanation of each type of journal prefix and its related source.

Journal Prefix Source Description
AH Interface AT&T phone charges
AL GL Module Journal transactions resulting from an allocation process
AT Interface AT&T calling cards
AP AP Module Voucher transaction for paying invoices and procurement card charges starting in fiscal 2022
BD GL Module Budget transactions
CB GL Module On line journal transactions for chargebacks
CR Interface Cash receipts from the Cashier System
SU Interface Student fee distribution
FB Interface Fringe Benefit transactions from the UW-System central payroll
IUJ JET Journal entry between UW System campuses
JRT Interface Expense transfers processed through the Cost Transfer Tool
JV GL Module On line journal transactions for transfers, corrections, etc.
PC Interface Procard transactions for procurement card expenditures for charges through fiscal 2021
PO PO Module Purchase Order transactions to order goods and services
PJ Interface Payroll transactions from the UW-System central payroll
PY AP Module Payment transactions which generate checks
ST Interface STS phone charges
TC Interface Travel Procard Transactions for travel card expenditures for charges through fiscal 2021
VP Interface VOIP Phone charges
WH Interface Warehouse charges
WS Interface Work orders, stores, and other FP&M Charges
PT Interface Salary transfers initiated through Change of Status (HR Form)

In addition the line description which you see on the drill down to the detail journals will contain descriptive information pertaining to the transaction. For example, for PC or procard journals, the line description field will have "Procard biweekly at mm/dd/yy." This indicates that the procard charges in the journal were received and posted for the biweekly period ending on the given calendar date.

The journal prefixes and the additional descriptive information should make it easier for you to interpret the nature and timing of the underlying detail journals in your online financial reports.