Learn the definitions of INFORMS words.
- 2-Way Matching - Two-way matching compares vouchers and purchase orders if the Receiving Required option for the purchase order is Do Not Receive or Optional
- 3-Way Matching - Three-way matching compares vouchers, purchase orders, and receipts if the Receiving Required option is Required and the Inspection Required option is not selected for the receiver
- 4-Way Matching - Four-way matching compares vouchers, purchase orders, receivers, and inspections if receiving is required and inspection is required
- Accepted Quantity - The accepted quantity is calculated by taking receipt quantity minus rejected quantity. The accepted quantity is the amount of good eligible for payment
- Account - A 10-character INFORMS field replaces FAMIS Sub object, GL and Subsidiaries. The first character represents the type of account. 1 = Assets; 2 = Liabilities, 3 = Equity/Fund Balance, 4 = Revenue, 5 = Expense
- Accountability Ordinance - This is the rollup of the Account ChartField values for budget checking purposes. Accounts can be rolled up to one of three groupings: Personnel, Other Operating, and Capital
- Accounting Date - Determines the open period or allowable open date range for budget checking a requisition
- Accounting Rules - Accounting Rules are used to generate billing and revenue accounting entries to transactions that originate from Project Costing
- Accounts Payable - These business processes include entering and maintaining suppliers and vendors, entering and processing vouchers, processing and maintaining payments and processing 1099 withholdings
- Accounts Receivable - Amount due from another party for goods sold or services provided
- Accounts Receivable Aging Process - Accounts Receivable Aging Process is a process used to update the items and customer aging information
- Acquisition Code - Indicates how the asset was acquired
- Adjust Bill and Rebill - The Adjust Bill process enables them to adjust bills by crediting and optionally rebilling an invoice. Rebilling allows them to review, update, and finalize bills using the same process flow as new bills
- Administrator - Administrators will have the ability to establish and maintain cardholder profiles, as well as manage Procurement Card transactions
- AFR Reporting Department - Previously known as Function
- Aging - Aging is the process of categorizing receivables based on the number of days that they have been outstanding
- Agreements - Agreements, also called deliverables, provide a mechanism to define and manage internal and external agreements for the contract
- Allocation - An amount or portion of a resource assigned to a particular receipt
- Amendment - Required process within a Customer Contract shall any terms or amounts be changed due to additional funding or scope
- Amendment - An amendment is a formal or official change made Supplier Contract
- Analysis Group - A logical grouping of analysis types for ease of processing
- Analysis Type - Analysis types are indicators assigned to individual transactions to identify different types of transactions
- AP Voucher - Previously known as AP Invoice Sequence/Voucher (PO Invoice)
- Approval - Approval occurs through a workflow for management review
- Approval Routing - Pre-configured workflow routing based on document type and amount
- Approved Payment Plan - Shall mean a written agreement between the Miami-Dade County and the contractor setting forth a repayment schedule that, by the end of the term of the approved payment plan, satisfies all of the contractor’s arrearage to Miami-Dade County. Such a plan may include principle and interest payments, abatements, discounts, or any other financial terms and conditions available to the parties under the appropriate contracting authority
- AR Item - The money owed by customers to another entity in exchange for goods or services that have been delivered or used, but not yet paid for
- AR Update - A batch process used to update customer balances and create accounting entries
- Arrears/Arrearage - Shall mean any delinquent amounts owed by a contractor under contract, final non-appealable judgment, or lien with Miami-Dade County
- Asset Class - An asset group used for reporting purposes. It can be used in conjunction with the asset category to refine asset classification
- Asset ID - The Unique Identification used by the system to hold information for Assets
- Asset Integration Rules - The asset integration rules that you establish at the business unit level appear as default values when you create projects. You can override the default asset integration rules at the project level. Activities inherit asset integration rules from the project level
- Asset Management - A systematic process of deploying, operating, maintaining, upgrading and disposing of County owned assets. Run the depreciation calculation for GASB compliance
- Asset Profile - An asset profile is a template that contains standard depreciation criteria for an asset type and its corresponding asset books. The information established in an asset profile can be used as default values when you're adding assets to the system
- Asset Status - Current Status of the asset
- Asset Subtype - Group assets within Asset Types at a more granular level for internal reporting purposes
- Asset Type - Classifications to report assets within an asset category
- Attachment - Ability to upload supporting documentation for management GL workflow approval and auditor considerations
- Award - Award represents the final agreement between the sponsor and the state agency for receipt and expenditure of funds
- Award Profiles - Grant Management award that will store grant demographic information such as grant types, sponsor agency, CFDA/CSFA, etc. Award profile IDs match grant Chartfield values. Award amount will equal sponsored amount
- Balancing Lines - All Journal entries require the total Debits to equal total Credits by self-balancing ChartFields
- Bank Account - A bank account identifier represents the bank account in which transactions are made
- Batch Process - A process occurring behind the scenes on the scheduled basis to accomplish a task in the system
- Begin Date - Select the start date for use with the contract. The default value is the current system date. If you create staged releases and the user changes either the beginning date or the expiration date of the contract, the system checks the dates to ensure that they are within the range of the Purchasing or invoice dates
- BI Publisher (XML Publisher) - BI Publisher for INFORMS provides an environment for the power business users to manage templates, data sources, reports, translations, content components and to produce reports according to user-defined criteria. BI Publisher for INFORMS also can burst reports, such as annual wage statements for employees, electronically
- Bid - A submission of a response to an event
- Bidder Group - A group of pre-qualified supplier for a pool contract
- Bidders - Organizations that are interested in doing business with the county and interested in responding to solicitations. Bidders are stored separately from Suppliers. Bidder tables act as a holding place until the bidder is awarded an event. Once an event is awarded to a registered bidder, they become a Supplier. Previously known as Vendor
- Bill - Bill issued by Miami Dade County after having provided goods or services to the customer. Previously known as Invoice
- Bill Header - Bill Header contains information that applies to the whole invoice and includes information such as Bill Type, Customer, Source, and Payment Terms
- Bill Lines - The Bill Line contains information that applies only to specific items that are being billed such as Description, Quantity, and Price
- Billing - Processes information to create invoices
- Billing Interface - The billing interface enables automatic creation of a bill using data from other INFORMS modules, such as INFORMS Project Costing, or an external system, such as ISD M5
- Bind Variable - Variable definitions that enable a user to map source transactional values, such as a purchase order number to content within clauses, sections, and Microsoft Word templates. Enables a user to retrieve actual field values from a transaction's record or wizard response when the system processes the rule during document generation
- Book - Reporting for asset acquisition and depreciation costs by the basis of accounting (cash, modified accrual, full accrual)
- Budget - An estimation of the expenses over a specified future period of time
- Budget Adjustment - The transfer of a budgeted amount from one departmental unit and/or fund to another within the same department
- Budget Checking - The process used to ensure that the expense transactions meet the requirements of the Appropriation Ledger based on Fund, Department and Account roll up as well as does not exceed the available budget amount
- Budget Entry Type - An identifier that classifies various types of budget transactions. The County will use Original that reflects the initial budget and Mid Year and Year End Supplementals for authorized changes to the budget
- Budget Entry Type Error - When the Budget Processor stops the user if the transaction exceeds the control budget (annual appropriation). An identifier that classifies various types of budget transactions
- Budget Error - When the Budget Processor stops the user if the transaction exceeds the control budget (annual appropriation)
- Budget Journal - A Commitment Control journal used to establish a budget for a particular ChartField string
- Budget Overview - Shows the remaining budget available balance for the annual Appropriation ledger
- Budget Period Calendar - A schedule of activities that must be completed to create and develop a budget
- Budget Processor - The process validates journal entries against the remaining spending authority within Commitment Control
- Budget Transfer Journal - A journal that moves budgeted authority from one ChartField string to another (i.e. fund or department); the transfer of a budgeted amount from one departmental unit and/or fund (previously known as Fund Structure) to another within the same department (previously known as Organization)
- Budget Transfers - The transfer of a budgeted amount from one departmental unit and/or fund to another
- Budgetary Only - A ChartField Value that can be used in a Budget Journal but not in a financial accounting transaction
- Business Intelligence - Provides a full range of business intelligence capabilities that allows the user to collect up-to-date data from their organization, present the data in an easy-to-understand formats, such as tables and graphs, and deliver data in a timely fashion to the employees
- Business Unit - Business Units are defined for each entity and used to maintain and report on transactional data
- Buyer - A user that manages purchase orders and relationships with suppliers. All users with the Department Buyer role will have defaults established to streamline PO data entry as it defines the default information that appears on a PO for a Buyer
- Buyer’s WorkCenter - Use the Buyer’s WorkCenter to manage Purchase Orders. Through the Buyer's WorkCenter page, the user can analyze, dispatch, cancel, close, and print preview Purchase Orders
- Capital Project - A Project that manages the transaction of costs associated with assets from inception to cost value adjustment to retirement
- Capitalization - The inclusion of cost into the asset value from inception through its life
- Capitalize - This field identifies whether or not the asset is to be capitalized
- Category - Classifies asset by type for accounting entry and reporting
- Category Contact - Enable a user to create a contract based on a category (NIGP code) of items. Category contracts are typically used to set up a percentage-off list price that applies to any item within the category. Using category contracts, user can also define items that can be excluded
- Chart of Accounts - A collection of one or more types of codes used to classify financial and budgetary transactions
- ChartField - A term to represent the chart of accounts. Sometimes the term is used by the INFORMS team to reference a specific field within the chart of accounts (i.e., Fund, Account, Dept ID)
- ChartField Combination Editing - Combinations of Chartfield values can be edited to determine such things as which accounts are valid with which departments, funds, or operating units. Use Chartfield combination editing to maintain discipline over accounting entries and eliminate as much as possible additional account analysis and reconciliation. This editing process enforces criteria for filtering out unwanted journal entry lines to ledgers based on combinations of Chartfields and their values. Chartfield combination editing is in addition to Chartfield validation editing. Chartfield combination editing is also available for commitment control budget entries
- ChartField Editing - A process required in INFORMS which edits the ChartField combination rules set up for each department. This process is automatically done when saving a voucher
- ChartString - A ChartString is made up of multiple ChartFields to represent a budget from which to make purchases
- Collaboration - An optional function used when creating contract documents to share and track edits to documents across internal and external collaborators
- Collaborators - Internal or external users, other than the primary owner of the contract, who can review or change contract documents. Collaborators can be added or deleted by document owners at any time
- Combination Editing - Combination edits prevent errors in the combination of ChartFields values in INFORMS. They validate the accounting string prior to processing and return errors for invalid combinations
- Commitment Control - Budgeting process to enforce spending limits. There are multiple ledgers, annual appropriations and multiyear Capital Projects and GO Bonds
- Commodity - A material or service for the County
- Commodity Category - A material or service for the County (NIGP commodity codes)
- Component - An INFORMS Component is a collection of pages that are logically grouped
- Contract Bill Plan - The Bill Plan defines the schedule, parameters and configuration of the Customer invoice. A Contract manages the billing process through the creation of Billing plans. Each contract line product is tied to a billing plan
- Contract Business Unit - An entity that controls billing and revenue for an department. In INFORMS, every Business Unit (BU) that requires federal reimbursement or intra-unit billing will be establishing a contract BU and a BI BU
- Contract Description - Brief detail regarding the abouts of the contract
- Contract Document - A textual document created in INFORMS Supplier Contract Management that users can associate with a procurement contract, solicitation or a purchase order. Contract documents are signed agreements that bind buyers and suppliers to specific terms and conditions
- Contract ID - An Assigned ID for each contract to improve traceability and unique to each contract
- Contract Line - A contract designation that represents a major deliverable on an agreement. Contract Line is used to associate projects and activities to the contract
- Contract Related Interdepartmental Bill - bill that is created to charge another department for goods or services rendered, which is originated from the INFORMS Customer Contracts module
- Contract Revenue Plan - The Contract Revenue Plan defines how and when customer revenue will be recognized for accounting purposes
- Contract Style - Purchase Order, Sourcing and Ad Hoc are types of Contracts
- Contract Wizard - A wizard is a tool that automatically guides document authors to answer questions. It then enables the authors to use the answers to those questions as input to a generated document
- Contractors - Shall mean any individual contractor, or principal of any firm with a controlling financial interest in said entity which has entered into a contract with Miami-Dade County
- Control - Commitment Control validation is done based on the Accountability Ordinance rollup for the ChartField combination entered. If the budget amount is exceeded, a budget error is logged, and the transaction goes no further until resolved
- Control Option of Ledger Group - Track w/o No validation is done of ChartFields entered. Transactions are not stopped; Track with Validation is done on ChartField combination entered to ensure that a budget row was created; If the budget amount is exceeded, the transaction is not stopped. A warning message is logged; If no budget row was created, an error message is logged, and the transaction goes no further; Control A validation is done on the budget combination; If the amount is exceeded, a budget error is logged. The transaction goes no further until resolved
- Controlling Financial Interest - Shall mean ownership, directly or indirectly, of ten (10) percent or more of the outstanding capital stock in any corporation, or direct or an indirect interest of ten (10) percent or more in a firm
- Count Sheet - List of items to be counted
- Credit amount - In the Amount column, enter a value with a negative sign in front of the amount
- Customer Contract - Manages and controls billing and revenue associated to an award or internal billing agreement. Some controls include the timing of billing, invoice formats, billing limits, and can place bills on hold
- Customer ID - The Customer ID is a unique identifier associated to a customer
- Dashboard - The home page for the INFORMS application that displays the main menu for easy navigation. The Dashboard lays out links, which users can personalize their content and includes a favorites bar for frequently visited content. There are also header links for quick customization. The Dashboard can only be accessed after logging into the INFORMS application
- Data Source - The location where the data used by the tool comes from. In the case of Pivot Grids and BI Publishers, it is usually INFORMS Query
- Database - A systematized collection of data that can be accessed immediately and manipulated by a data-processing system for a specific purpose
- Debit amount - In the Amount column, enter a positive value (no negative sign in front of the amount)
- Default Storage / Putaway Location - The default inventory storage location where inventory items are placed in the warehouse
- Deleting - A journal can be deleted until it has been posted. The reason for deletion is typical because the journal was created in error. Journals from the submodule cannot be deleted
- Department - A 10-character INFORMS field with the following structure: the first two digits represent the Department, next two the Division, the next two the Section, the next two the Sub Section, and the final two represent the Unit. This replaces FAMIS Org
- Deposit ID - The deposit slip number provided on the departments assigned deposit booklet
- Digital Signatures - Cryptographically-based signature assurance schemes that are tied to users by a digital identity certificate. INFORMS Supplier Contract Management supports the ability to lock down the Microsoft Word version of a contract and prepare an equivalent and separate PDF file that the system uses to capture signatures only. The users can capture signatures at any time
- Direct Journal - A Direct Journal is used to record a non-AR item in INFORMS. Previously known as Report of Collections (ROC)
- Direct Journal Payment - A Direct Journal Payment is used to record non-AR cash or miscellaneous cash receipts in INFORMS
- Dispatch - The process that sends the purchase order to the supplier. The two most common dispatch options are email and print
- Document Clause - The basic building block for a document, clauses can include the wording for contract terms and conditions that user store, update, and reuse within a document
- Document Configurator - A collection of sections, clauses from the library, ad hoc clauses, and rules that compose the overall structure and wording of a document. The user can create a configurator after they define sections, clauses, and rules and place them in order within each configurator. When the user generates a document, the configurator determines the content and order of the document elements and provides static and dynamic structure within a document
- Document Details - View of the document header information
- Document Library - Contains the reusable building block components for the authoring system and is a repository of documents and their components, including sections, clauses, and document configurators
- Document Rule - A users-defined set of data and conditions that the system uses to determine whether to include any additional specific clauses or sections in a generated document, or to determine whether an alternate clause is to substitute for the initial clause that was intended for the document
- Document Section - Used to group clauses, other sections, and rules for use in a document. The Document Section is intended to provide a method of creating reusable and nested document structures
- Document Type - Document types help the users organize and further categorize documents that the users use in the document authoring system. The users can use document types to define specific settings, defaults, and security that can help fine-tune the use of each type of document. For example, the users can associate a specific configurator with a specific type of document to ensure that the right configuration is used when authors create those types of documents
- Document Version - A version control feature provided for authored contract documents
- Dunning - Dunning is used to provide the customers with notices based on Aging
- Editing - Entries must balance and pass combination edits
- Effective Dating - Based on the transaction date, Effective Dating indicates when a value is available. It allows for the creation of the value today but can prevent future use until a particular date
- Encumbrance - The amount of money that the user has a legal obligation to spend in the future. The issuance of a Purchase Order to a supplier is an example of a typical encumbrance transaction
- Enforcement Threshold - Shall mean any arrearage under any individual contract, final non-appealable judgement or lien with Miami-Dade County that exceeds $25,000 and has been delinquent for greater than 180 days
- Errors - Are exceptions that have failed budget checking because they do not conform to the rules established for that control budget
- Event Buyer - County/Department end-user that will have the ability to create, analyze, and award sourcing events
- Expenditure - An actual transaction processed against a control budget
- Expire Date - Select the end date of the terms and conditions of the contract. The expire date cannot be earlier than the begin date. The system can notify you if you want to be warned when the expiration date approaches. You use the Thresholds & Notifications link to set up this notification
- Express Payment - Previously known as Emergency Check
- Favorites - A user's personal list of navigation shortcuts.
- Fixed Item Contract - Enable a user to create a contract based on specific items referenced on the contract. User can also establish multiple contracts for the same item and supplier combination, as long as the beginning dates of the contracts do not overlap
- Fund - Self-Balancing field with the ability to run Trial Balance. This replaces FAMIS Fund Structure, and in some, Fund Structure and Project where the need arose to create a Trial Balance
- Funding Sources - Sources of revenue that fund projects. Example: Grants with matching are made up of both sponsored and County funding sources
- Funds Distribution Rate Set - The redistribution of project costs to multiple funding sources
- General Ledger - A comprehensive financial management solution designed to present the values used in creating financial statements
- GL Workflow Approval - Approval is gained through a workflow for management review. Journals created from submodules or external department systems are not subject to GL approval
- Grant - Self-Balancing field with the ability to run Trial Balance. This replaces FAMIS Grant Detail
- Grant Business Unit - Each area has one and only one Grants Management Business Unit. The Business Unit is a 2-character code representing the Area
- Grant Chartfield - General Ledger Chart of Account segment that will store the Grant ID for budgeting and accounting transactions. Chartfield attributes will be used to store reporting attributes related to Grant ID
- Grant Restriction Indicator (GRI) - Grant Restriction Indicator (GRI) values are controls that have been pre-configured in the Supplier Contract module to ensure compliance with grant funding restrictions
- Group Multi Supplier Contract (GMS) - County contracts will be defined as Group Multi Supplier (parent) contract to define begin and end date, allocations, commodity categories, and awarded supplier(s)
- Index Code - FAMIS value that combines multiple FAMIS data elements such as Fund Structure and Org. In INFORMS, these values are stored in individual ChartFields
- INFORMS - Integrated Financials Resource Management System
- INFORMS Customer Contracts - Enables users to create and execute revenue-generating contracts. Use this to define products, specify the terms and conditions of a contract, the time and method of billing, and a method for recognizing revenue
- INFORMS Inquiry - INFORMS pages within each module that allow the user to review (lookup) existing information
- INFORMS Project Costing - Allows users to efficiently track and analyze project costs and allocate project resources
- INFORMS Query - Run pre-defined specific queries to extract precise information
- Inspection - Purchasing transaction entered into the system to denote that received goods have been examined (inspected) to determine conformance to the purchase specifications
- Interdepartmental Bill - A bill that is created to charge another department for goods or services rendered
- Interface Receipt - A batch process that moves the items on the receipt to Asset Management and or Inventory in real-time when saving the Receipt
- Internal Customer - A customer who is considered within the County (i.e. all departments excluded Water and Sewer, Aviation, Public Housing)
- Invoice (Bill) - A bill issued by the department after having provided products or services to the customer
- Invoice Lines - Additional information about items included in the invoice. Invoice lines generally contain item, description, quantity, unity of measure, unit price, and total price information on each line
- Item - An Item represents a good that is purchased from the supplier. Unique identifiers may be established in the Item Master table for an item to reduce redundant data entry during requisition and purchase order processing
- Item Catalog - Facilitates selection of goods and services maintained in the Item Master table from a catalog during the creation of a requisition
- Journal - A journal is used to post accounting transactions to a ledger. There are different types of Journals. For example, there are journals in the GL system, Spreadsheet Journals, Journals from Journal Generator used to create journals from other modules like Accounts Payable and Accounts Receivable, etc.
- Journal Date - Journal Date identifies the date that a journal is effective (Accounting date). The Accounting Date translates to Accounting Periods where the effects of the journal will be posted
- Journal Header - The Journal Header contains the information that uniquely identifies the journal (business unit, journal ID, and journal date), and the options that enable users to quickly set up adjusting and reversing entries
- Journal Lines - Journal lines record the monetary and statistical amounts (some Account ChartFields will be configured to record statistics), and the ChartField values associated with each transaction
- Journal Voucher - Journal Vouchers are used to adjust accounting entries for vouchers that have been posted, regardless of payment status
- Ledger - The Ledger is a record of monetary transactions by a particular basis of accounting, such as Actuals, CAFR Actuals, AFR Actuals, Summary CAFR, Summary AFR, and Budgetary Ledgers including Countywide Appropriation, Countywide Revenue Estimate, Department Operating, Department Operating Revenue, Projects, Project Activity
- Ledger Group - Ledger groups define a set of detailed ledgers. These detailed ledgers are associated to specific ledger types. Some examples of Commitment Ledger types include: Budget, Encumbrances, Expenses and Pre-Encumbrances
- Ledger Inquiry - Displays details of ledger balances including journal ID
- Location - Location is a centralized concept in INFORMS that stores the physical addresses in the organization
- Main Menu - A navigation menu that displays all folders, sub-folders, and links relevant for the user's role
- Matching - An automated process of comparing values found in different business documents: Voucher, Purchase Order, Receiver, if applicable, and inspection (if applicable) prior to approving a Voucher for payment. This process provides assurance that the products listed on a supplier invoice were requested and received at the appropriate price and in the appropriate quantity
- Online Bill Entry - Online bill entry is the manual method of entering bill header and line information into INFORMS. Bill headers contain the information that applies to the whole invoice and bill line information applies to the specific items that are being billed
- Open Item Contract - Enable a user to create a contract which applies to any goods/services that are purchased from the supplier while the contract is in effect. Open-item contracts are typically used to set up a percentage-off list price that applies to any good/service that is purchased from the supplier. Both fixed items and open items can be established on an open item contract
- Original Budget - Initial recording of an approved budgeted amount
- Packing Slip Number - Field entered on the receipt line that is used to match a receipt to a voucher for payment
- PayCycle - Previously known as Check/ACH/ePayable Run
- Payment Predictor - Payment Predicator is used to process payments automatically against an AR item to offset the accounts receivable balance for the item and post cash to GL
- Payment Reference ID - This ID number will be the payment number sent to the bank (Check # ACH #, AP Control #, etc.)
- Payment Request ID - A system generated number that identifies the payment request
- Payment Request - Previously known as Direct Voucher/Wire/ACH Debit
- PeopleTools - PeopleTools provides the underlying technology for INFORMS applications. All INFORMS applications are built, deployed and maintained using PeopleTools
- Pivot Grid - INFORMS Pivot Grid supports operational dashboard reporting within the PeopleTools framework to provide a pivot table and chart representation of data using INFORMS Query, Composite Query and component data source. The framework also enables users to see different views of the data, as in a Microsoft Excel pivot table and the same data is also available in a chart view
- PO Address - Location where supplier POs are sent
- PO Change Order - A change to a quantity or price to an already dispatched Purchase Order or in other words, changes to a Purchase Order that was already dispatched to a Supplier
- PO Close - The PO Close process occurs at the end of the INFORMS Purchasing transaction life cycle. The PO Close process will be run manually to close POs that have been fully liquidated or will no longer be used
- PO Dispatch - The PO Dispatch process sends purchase orders and change orders to suppliers. Options include print, email and phone. Purchase orders that are created from requisitions that were created with items from the County catalog
- PO Receipt - A receipt created in INFORMS that is associated to a Purchase Order
- PO Voucher - A record that represents an invoice from a Supplier submitted for payment which is associated with a Purchase Order. In INFORMS Accounts Payables, PO Vouchers are created by Copying Source Documents
- Posting - This process commits journal balances to the ledger table in a summarized manner by ChartField combination and accounting period. The ledger table is where most reporting is done. The ledger table stores core ChartFields including Project, but not Project-related ChartFields of Activity, Source, etc. That data can be reviewed in the Project Costing table
- Price Type - Contract Products are classified into types. The price type that is selected for a product determines the details that the user defines for that product and the billing and revenue recognition methods with which the user can associate the product
- Priority - Displays the priority of a requisition. Values are Low, Medium, or High
- Process Scheduler - The primary role of Process Scheduler is to support the INFORMS application environment. With the INFORMS application, users might want to perform certain processes (such as running programs, batch programs, reports and so on) in the background of the online system
- Processing Status - Project Costing uses two statuses to convey where a project is in its life cycle—project status and processing status: This is a system-defined field is used by INFORMS to restrict incoming transactions. For example, users can charge cost transactions from feeder systems to projects with an active processing status but not to projects with a pending processing status
- Product - A Product represents the basis for the Contract Line and determines what type of Contract will be created. Products are associated with a set of attributes that include pricing structure, tax parameters, and accounting information
- Profile ID - An asset profile is a template that contains standard depreciation criteria for a type of asset and the corresponding book that should be used. In order to select a value, Asset Profiles must have been created
- Project - Projects can be operating or capital. There are additional Project fields to further delineate information such as Activity and Source
- Project Activities - The tasks or subcomponents associated with a project. Breaking down a project into separate tasks enables a user to efficiently manage and analyze the costs of the project. At least one activity must be defined for each project
- Project Business Unit - An entity that controls a grouping of projects. In INFORMS, every General Ledger Business Unit will have a project Business Unit
- Project Manager - A Project Manager is a role designation in Project Costing that flags an individual as an interested party needed for approvals and notifications concerning the project
- Project Status - Project Costing uses two statuses to convey where a project is in its life cycle—project status and processing status: Project Status is a user-defined field that identifies the conditions that users want to track for projects and activities. The status also defines project events, such as conditional changes that require approval
- Project Team - The Project Team is essentially the list of resources available to the Project
- Project Transaction - Any movement of funds, costs, and budgets in INFORMS that is tagged to the project
- Project Type - INFORMS uses project types to categorize projects for reporting and analysis. Additionally, users can assign a default rate set or rate plan to a project type for specific business units. When users create a new project and specify the project type, INFORMS automatically attaches the default rate set or rate plan that is associated with the project type and business unit combination
- Projects - Projects define the structure to which activities and resources are added. Users must set up a project before users can attach any activities or resources to it. Grant transactions will require a Project ID
- Punch Out - The process of leaving a requisition to access the County catalog to pull the items into a requisition for processing and sourcing to a purchase order
- Purchase Order - A commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services
- Purchase Requisition - Record of a request for ordering goods that will later be tracked as assets
- Purchasing - A commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services
- Purchasing Contract - A separate Purchasing Contract (child) for each awarded supplier will be related to the GMS (parent) contract and will define awarded line items with pricing, ship to, etc.
- Purchasing Item Attributes - Attributes of a catalog item, such as supplier, price, or NIGP code, which will be visible on the requisition, solicitation, and purchase order
- Rate Set - Users charge customers a rate for the services that users provide plus the related costs. By establishing rate sets in INFORMS Project Costing and then associating activities to those rate sets, users can efficiently manage pricing across multiple project activities
- Receipt - A term used for the receipt of an item. The receipt includes the quantity of items received, their condition, and related information. Receipts are created for all POs except professional services and construction POs, unless the PO is designated as an Amount Only PO whereby dollar amounts are received
- Receipt Hold - This field is used to prevent a receipt from further processing. A hold will need to be released before a receipt is eligible for payment
- Receipt Quantity - This field is used to enter the total number of goods received in a shipment
- Receivables - Is the money owed by customers to another entity in exchange for goods or services that have been delivered or used, but not yet paid for
- Recipient - The primary department receiving an award
- Recognized Revenue - Revenue the user has booked and expects to receive
- Rejected Quantity - This field is used to enter any damage goods or any good not deemed to be acceptable
- Remaining Spending Authority - Calculation of Budget - Encumbrance – Expense = RSA. Pre-Encumbrances for requisitions are shown but are not part of the calculation
- Remit-to Location - Location where supplier payments are sent. The county is using address for remit to. Location will be used to define a vendor with more than one payment method
- Report Manager - Provides a single place where the user can view previously run reports
- Reporting Entity - The classification for reporting of Capital Projects. All capital projects will either be tagged as Governmental or Enterprise
- Requestor - A user that needs to procure goods or services
- Requisition - An internal INFORMS document for requesting goods and services. This is the formal transaction informing the purchasing department on what to order, how much to order and when the order is needed as well as other relevant information. Requisitions consist of these basic elements: headers, lines, schedules, and distributions. Each requisition has one header, which can have multiple lines. Each line can have multiple schedules. Each schedule can have multiple distributions. The schedule defines when and where users want the line items delivered. The distribution defines internal information for the schedule, such as how to charge accounts and departments for the purchase and how much of the total price each department should pay
- Requisition Name - Displays a description of the request to help you identify the requisition as it flows through the system. Certain departments will use this field to reflect the EAMS Requisition ID. If the field is left blank, the system used the requisition ID as the name
- Requisitioner - A user that enters a requisition into INFORMS. Users with this role can create a requisition for themselves or on behalf of another Requestor within their department
- Resource Type - An identifier that helps identify the purpose of the project transaction
- Retainage - Retainage is a percent of gross invoice amount withheld by the County from a supplier invoice payment, based on the contract
- Return to Vendor (RTV) - Purchasing transaction entered into the system to denote details for goods being returned to the supplier as a result of being damaged, wrong goods received, etc.
- RFx Event - RFIs, Simplified Bids, RFBs and RFPs are referred as an RFx in INFORMS
- Run Control ID - A database record that provides values for report settings. Instead of entering the same values each time the user runs a report, they create and save a run control with those settings. The next time they run the report, they select the run control, and the system fills in the settings
- Search/Match - A feature that enables users to search for and identify duplicate records in the database
- Self-Balancing CF - Fund and Grant must have total debits equal total credits. This allows for reporting by these ChartFields
- Set ID - Control tables. List of valid values to be selected from based on Effective Dating. INFORMS does not allow for free form ChartField values
- Ship To - The department location where the supplier will ship the order
- Ship To Location - A Ship To location designates an address within the location code table to which goods or services within a requisition should be delivered
- Single Payment Voucher - Enter a voucher for a one-time supplier without having to define the supplier in the system
- Single Sign-on - Single Sign-on (SSO) is an authentication scheme that allows a user to log in with a single ID and password to any of several related, yet independent, software systems
- Sponsor - The Sponsor represents the Grants funding source. The customer who will be invoiced for expense reimbursements associated with the award
- Subrecipients - Subrecipients are entities or individuals that receive Grants funding from the primary Grantee within the parameters of a Grants
- Supplier ID - An Assigned ID for each Supplier for traceability and unique to each supplier
- Supplier Item ID - Field will be used by certain departments to reflect EAMS Item ID
- Supplier Location - Location setup for different supplier addresses such as remit to, ordering, invoicing to, ship to, and payment method
- Supplier - Organizations that are actively doing business or have done business in the past with the County, or otherwise receiving payments from the County. Supplier data is used in the following transactions: Sourcing Opportunities (RFPs, RFQs, etc.), contracts, requisition, purchase order entry, receiving/returning goods, voucher entry, payments for goods/services purchased
- Template Voucher - Create a voucher that can be used as a template for generating regular vouchers that share voucher data
- Threshold - A limit at a specified amount in the contract that could trigger an alert or notification
- Total Contract Allocation - Approved spend threshold for a contract
- Track without Budget - No Commitment Control validation is done of the ChartField combinations entered; transactions are not stopped
- Track with Budget - Commitment Control Validation is done on the ChartField combinations entered to ensure that a budget row was created. If the budget amount is exceeded, the transaction is not stopped, but a warning message is logged. If no budget row was created, an error message is logged, and the transaction goes no further until the issue is resolved
- Transactional Purchasing Contract - System-entered contract data against which the users can reference and enforce contractual agreements, such as contracted items, quantities, and prices on procurement transactions. This type of contract is created and maintained within the Purchasing or Supplier Contract Management modules
- Unit of Measure - Is used as a standard for measurement of the same kind of quantity
- User Productivity Kit Player - The output/ format used to deploy UPK content for learning. It is launched in an internet browser and provides an interactive simulation that mimics the INFORMS system
- User Productivity Kit - Also known as UPK, this is a training tool used to create, deploy, and maintain learning content
- VAT - A consumption tax placed on a product whenever value is added at each stage of the supply chain, from production to the point of sale
- Vendor ID: System Autogenerated Number - Previously known as Vendor ID: FEIN/ TIN (SSN)
- View/Edit Options - User has the ability to view and/or edit documents being created
- Voucher - Records created to process supplier invoices or adjustments and can either be entered manually, uploaded via spreadsheet or uploaded via interface
- Voucher - Single Payment Supplier - Create a voucher for a payment to a one-time supplier, such as a rebate or refund recipient, without having to create and store the supplier in the system
- Warning - Exceptions that do not conform to the rules of the control budget, but have been passed along and update the Commitment Control ledgers. Warnings function as exceptions that are automatically overridden, as well as alerts to certain situations that could adversely impact the budget and budgetary processing
- Wildcards - Characters that assist with the search function. The three wildcards are the percent sign (%), which directs the search function to match one or more characters in the search box; the underscore (_), which directs the search function to match any single character in the search box; and the backslash (\), which is an escape character that directs the search function to NOT treat the next character as a wildcard
- WorkCenter - A Dashboard for users to manage their workload. It is a one-stop-shop for users performing different business transactions to take action on alerts and view reports and analytics. The built-in intelligence delivers work to users instead of users searching for information. It makes multitasking easy and seamless
- Worksheets - The INFORMS page where nearly all accounts receivable actions are done, such as creating items and maintaining items, payments, and credits/debits. Each of the actions has a separate worksheet
- XML - Extensible Markup Language (XML). This is used to define data to dictate how users are represented online
