Glossary of Terms

Explanations of our most commonly used terms are provided here.


A

AC (Document Type)

Accrued Income / Expense document type.

ACADEMY (Ledger)

Stores information about an academy.

Access Levels

A security setting. For each module within the system (such as PS Accounting, PS Purchasing), each user group can be allocated an access level. The access level determines the minimum level of access required to view and maintain data in the specified module / application.

Access levels range from 0-9 with three levels typically used:

  • Level 3 – for ‘standard’ users who will predominantly need to access the data used on a day-to-day basis.
  • Level 8 – for ‘power’ users who will predominantly administer and report on financial data.
  • Level 9 – for System Administrators only.

Access to the data stored on the system is then defined in either the General or Security tab of the appropriate Account Maintenance dialog.

By default, access levels are set to 3 so this only needs to be changed if you want to restrict access.

Account Enquiry

A function in PS Accounting used to search for all the transactions posted to a selected account or nominal. Results are displayed in a grid format which can be exported to Excel if required.

Account Indices

For ledger accounts, the indices are used to group together related accounts for reporting purposes. Some reports specifically look for this detail and therefore, if this information is not completed, the applicable report may ignore the account completely and consequently display incorrect results. Completion of some indices is therefore mandatory.

Account

An account is a unique record stored in PS Financials such as a supplier, customer, member of staff, VAT period, etc.

Account Code

Each unique record is stored by its unique alpha-numeric code which can be made up of:

  • Maximum of 12 alpha-numeric characters.
  • No spaces or special characters although an underscore _ can be used to replace a space.

Accrual

Accruals are the adjustments that are made to ensure that revenues and expenses are recorded in the correct period / financial year.

In PS Financials, accruals are adjusted to relate to the time period covered by the statement of profit and loss. The year end statement of the financial position shows a liability for the amount that is due but has not yet been paid.

ACTIVITIES (Indices)

This index is used to group accounts that relate to a specific activity, e.g. all the income / expenditure relating to your nursery. This index must be completed on all surplus / deficit accounts in order to appear on reports in the Reporting Suite.

AD (Document Type)

Asset Disposal document type. Assets should be written off when it is determined that they are of no further use, have been sold, or are otherwise disposed of. Writing off an asset removes all traces from the balance sheet so that the fixed asset account and accumulated depreciation account are reduced accordingly.

Allocation

Links documents with equal debits and credits together. For example, an invoice document and the applicable payment document. Allocated documents will appear yellow and have a P in the Status column.

Analysis (Ledger)

There are multiple analysis ledgers in the system each used to record income and expenditure only. Therefore, there can be multiple drawers of this type, one for cost centres, one for salaries, one for trips, and so on. Each file contains the applicable records, e.g. a file for each cost centre is stored in the cost centre drawer.

Application Access

A security setting which determines which module / application a user can access within PS Financials, such as PS Accounting, PS Purchasing, Distribution, etc.

Application access is assigned via the user group in conjunction with access levels, i.e. you select the application the user group can access, together with the level of access they will have.

Approver

A user on the system who is nominated to approve / authorise purchasing documents (predominantly in PS Purchasing, but also PS Accounting). Approvers will be assigned an approval limit determining the maximum value of the purchasing document they can authorise.

Asset

An item is considered an asset rather than an expense if it has a useful life longer than one financial year, and costs more than a pre-agreed capitalisation limit, often £1000. Typical asset examples include computers, printers, office furniture, telephones, software, buildings, vehicles, etc. For more information on assets, please see our User Guide - Setting up and Maintaining Fixed Assets.

Assets (Ledger Type)

Used to store records of the academy’s/MAT’s assets such as building, land or other objects that have a tangible value.

ASSETTYPE (Ledger )

A ledger managed by System Administrators containing categories of fixed assets and info relating to the automatic depreciation rule. For more information on assets, please see our User Guide - Setting up and Maintaining Fixed Assets.

Audit Definition

Determines what criteria and activities are monitored when running an audit query or when producing an Account Audit Report.

Audit Query

Runs a query based on the criteria and audit definition you set and identifies what activities have occurred in the system over a chosen time frame.

Authoriser

See Approver.

B

B1 (Document Type)

BACS Payment document type. A B1 document input form is created when a BACs payment has been made to a supplier.

Balance Sheet

A financial statement at a given point in time providing a snapshot summary of what you owns or is owed (your assets), and what you owe (your liabilities) at a particular date.

Balance Sheet (Nominal Type)

A balance sheet nominal will appear on balance sheet reports. The balance on a balance sheet nominal rolls over each year.

Bank Reconciliation

A bank reconciliation is the process of matching the balances in accounting records to the corresponding information on a bank statement. The goal of this process is to ascertain the differences between the two, and to record changes to the accounting records as appropriate.

BANK (Ledger)

Stores information about an academy’s bank accounts.

BANKS (Ledger)

A ledger managed by System Administrators containing details of bank accounts that are used by the Media Exporter module.

BK (Document Type)

Bank document type. Typically used to post bank transfers between bank accounts within an establishment/organisation.

BU (Document Type)

Bursary Transactions document type.

BUDGETCHECK (Nominal Indices)

A nominal indices used to select whether this nominal should be included in a budget check.

BX (Document Type)

Cancelled BACS Payment document type.

C

C1 (Document Type)

This document is used to record a cheque payment. For more information on how to process a cheque payment run can be found on our How to - Process a Cheque Payment Run article. You can also use the C1 document to make a one-off payment to staff.

Cancelling Items / Documents

Cancelling an item line or document prevents any further progression in the purchasing cycle. Cancelling is also used where items or documents have been added to the system in error, incorrectly posted or perhaps are no longer required.

CAPITAL (Ledger)

Stores information relating to the academy’s capital income and expenditure.

Capital Expenditure

Refers to money spent to either acquire or improve an asset owned by the academy which will be used over a period of years. In schools, capital expenditure refers to the purchase of building, land and equipment.

CASHFLOWPR (Nominal Indices)

A nominal indices used to show if the nominal is a cash flow nominal or not.

CC (Document Type)

Credit Cards document type. The Credit Card ledger enables the amount owed to the credit card company to be held within the balance sheet as a liability, until the payment is made. The individual credit card expenses need to be recorded. These can be entered on an individual basis or entered once the credit card statement arrives.

CCARD (Ledger)

A ledger used to stores information about an academy’s credit cards.

CHAR (Document Type)

Central Charge document type. Automatically recharges transactions to the Central MAT in a Trust. This can be used for VAT and credit card transactions.

CHASELETTER (Ledger)

A ledger managed by System Administrators containing templates of chase letter text used for credit control.

Cloud (PS CLOUD)

This hosts the PSF system on a secure and private CLOUD platform, allowing access from anywhere in the world, providing you have an internet connection.

Commitments

A commitment is the earmarking or setting-aside of funds in response to a purchase order. Once a purchase order is authorised (i.e. has POAUTH status), it will show as a commitment (because you have committed to the spend). Once the applicable invoice is created that relates to the purchase order, the commitment is removed and then shown as an expense. If the order is cancelled, or part of the order is written off, the commitment will be removed.

At year end, any commitments roll forward into the new financial year until they are either invoiced or cancelled. Commitments can therefore be used as the basis for calculating year end accruals.

CONTRACT (Ledger)

A ledger managed by System Administrators containing contracts for reference purposes & linking to dashboard reports.

Core Nominal

The numercial part of a nominal, e.g. 4028.

COSTCTR (Ledger)

Stores information relating to the income and expenditure of the academy’s cost centres.

COSTCENTRES (Ledger)

A ledger managed by System Administrators used to replicate cost centre accounts across multiple locations.

Cost Center

The overall school budget will be allocated to a number of different cost centres. Examples of cost centres include individual classes, subject departments, continuing professional development (CPD) and cleaning supplies. Each cost centre has its own budget holder who is responsible for managing the account, authorising orders etc.

Creditor

Someone you owe money to.

D

DB (Document Type)

Deferred Income to Balance Sheet document type. This document moves the total original income from the in-year surplus/deficit to the balance sheet. A DM document type then transfers the balance back from the balance sheet to the surplus/deficit and apportions over the applicable period range.

DD (Document Type)

Direct Debit or Standing Order document type. F

Debtor

Someone who owes you money.

Deferred Income

Deferred income is money received for goods or services which have not yet been delivered. It is recorded as a liability until delivery is made, at which time it is converted into revenue. For example, you rent out your sports pitch to a team who pay on a monthly basis but are invoiced for the full amount up front. This needs to be deferred to accurately show the split of income in each accounting period.

Depreciation

Most fixed assets gradually lose their value over time because they have a limited useful life – this is referred to as depreciation. Fixed assets depreciate at different rates which is one of the main reasons for grouping similar assets into asset types. Assets must be depreciated in the year end accounts to show that they have lost their value.

Depreciation is therefore the gradual transfer of the original cost of a fixed asset from the applicable balance sheet account to the depreciation (income and expenditure) account.

Depreciation Rule

The depreciation rule uses the information stored in the User Fields tab of both the asset type and individual asset accounts, together with applicable key lists to calculate the depreciation to date.

If an asset has over depreciated due to a change in the useful life or the cost of the asset, the rule will post the adjustment automatically bringing the depreciation back in line.

The following formula is used to calculate depreciation:

Calculated Depreciation = (Asset Account at Cost Journal/Useful life of the asset type) * number of periods to depreciate.

The system checks the current accumulated depreciation that has been posted on the asset account, then subtracts this from the result of the Calculated Depreciation formula above.

Dispute

Indicates a document is being disputed by a customer or with a supplier. Documents at this status will not appear on a paylist.

DJ (Document Type)

Depreciation Journal document type. You can either post a manual depreciation journal if you calculate the depreciation outside of PS Accounting or use the in-built Depreciation Rule.

DM (Document Type)

Deferred Income Movement to Income document type. This document transfers the balance back from the balance sheet to the surplus/deficit and apportions over the applicable period range.

Document

A document is a transaction recorded in the PS Financials system.

Document Enquiry

A function in PS Accounting used to search for and then display a single or range of documents.

DIRECTORATE (Account Indices)

An account indices used to group accounts that relate to a specific directorate, e.g. all the suppliers used for curriculum purposes.

Document Input Form

Document Input forms are used to input data into the system. An input form is based on a document type. Some document types have one input form whilst others have more than one. For example, the Trips Receipt document type has two input forms one for recording petty cash and one for recording a non-cash payment.

When entering data, you will need to select the required document type which then limits the input forms available. This ensures that the correct input forms are available for the required purpose.

Document Search

A function in PS Accounting used to find a transaction document from a limited amount of information.

Document Security

A security setting used to determine which document input forms can be used. F

Document Type

Document types are used to group a selection of document input forms (used to enter data in the system). They include sales invoices, purchase invoices, cheques, petty cash receipts, etc. Each document type provides access to one or more document input forms.

DP (Document Type)

Deposits document type. Linked to the Student Ledger so income can be recorded against a student.

E

EFABFXXXX (Nominal Indices)

A nominal indices used to code what type of expenditure the nominal is going to be used for. The EFA indices are used to categorise the a nominal in order to calculate the ESFA Budget Forecast Return and Outturn.

There will be an index per year as the ESFA release new reports. Each new index that is loaded uses the previous year’s index to see what code it should be in the new year. If required, select the applicable option from the drop-down list.

ESFA

Education and Skills Funding Agency.

ESG

Education Services Grant.

EXPANALYS (Nominal Indices)

An index used to categorise expenditure analysis.

F

Fall Back User

PS Purchasing users have the option of assigning a workflow fallback user who, in the event of an applicable authoriser not being found, can authorise applicable purchasing documents.

FIXEDAST (Ledger)

Stores information about an academy’s fixed assets.

Fixed Assets

An item is considered an asset rather than an expense if it has a useful life longer than one financial year, and costs more than a pre-agreed capitalisation limit, often £1000. Typical asset examples include computers, printers, office furniture, telephones, software, buildings, vehicles, etc.

For more information on assets, please see our User Guide - Setting up and Maintaining Fixed Assets.

Fixed Asset Types

Fixed assets need to be categorised in order to determine how they are depreciated (including their useful life, depreciation method, etc.). The categories are created in PS Accounting by adding accounts in the Asset Type ledger.

By default, four asset types are provided – furniture, IT equipment, land/buildings and motor vehicles.

FUNDTYPE (Account Indices)

An account indices used to group accounts by their source of funding – particularly useful for cost centre and capital ledger accounts. A fund type must be set against any account that is required on the Management Accounts report.

G

GAG (General Account Grant)

Most funding for academies comes from the GAG. This is made up of:

  • School budget share – calculated on the same basis as for maintained schools in the same local authority.
  • Education Services Grant (ESG) protection if applicable.
  • Pupil premium payments - is additional funding to raise the attainment of disadvantaged pupils and close the gap between them and their peers.

GJ (Document Type)

Journal document type. In PS Financials, journals are used to record one-off, location specific transactions or extra-ordinary postings that happen. These include opening balances and transferring a balance from one nominal or location to another.

GRN

Goods Received Note. Used in PS Purchasing to record what goods have been received from a previously authorised order.

H

Hold Database

Contains documents that are incomplete, have been imported with errors, or have been intentionally posted into a Hold database. Documents in the Hold database cannot be allocated or paid until they have been released. They will not appear on the Trial Balance or any reports until the are moved into the Live database using the Automatic Input function.

Hold Status

Documents that are on Hold (not to be confused with documents in the Hold Database) will not appear on a paylist until they are moved to an Open status.

I

Indices

Indices are used within the system to provide additional reporting capabilities. They help to categorise each account within the system as well as being used by other functions such as the search facility.

There are two types of indices - nominal indices and account indices.

IFACE

IFACE stands for 'Interface user'. These are system-generated documents relating to the various automated posting processes within the system. More information on the IFACE user can be found on our Overview - Who is the IFACE User? article.

Income and Expenditure Statement

This statement summarises the revenues, costs and expenses you incur during a specific period of time. These records provide information that show your operating costs and whether you are in surplus or deficit. The I&E statement is also known as a “statement of profit and loss”, an “income statement” or a “profit and loss statement”.

INV (Document Type)

Invoice created from a goods received note in PS Purchasing. All INV documents will have a corresponding POIN document in PS Accounting.

J

Journal

A journal entry, in accounting, is the logging of a transaction that shows a company's debit and credit balances. The total of the debits must equal the total of the credits, or the journal entry is considered unbalanced. It is not possible to post an unbalanced journal in PS Accounting.

K

Key Lists

Key lists are used to provide reference data for document input forms (in addition to other internal functions such as depreciation).

L

Ledger

A ledger is used to store a set of related unique records, referred to as accounts. For example, the PURCHASE ledger is used to store supplier accounts.

The information in some ledgers will be static, such as VAT ledgers which contain individual accounts for each VAT period. Other information will need to be regularly maintained, e.g. the supplier accounts stored in the Purchase ledger, or customer accounts stored in the Sales ledger.

There are several types of ledger available within the system. These determine what information is stored within the ledger and therefore what information is required when creating an account to be stored in that ledger. Each ledger can be likened to a drawer within a filing cabinet where each drawer contains all the information relating to that ledger.

Ledger List

A function in PS Accounting used to display totaled information from accounts within a single, or multiple ledgers. Ledger lists can also be used to produce an overview of authorisers for each account.

Location / Location Code

Within the system, locations identify the separate business units within the organisation (e.g. the separate academies within a MAT). Each academy will have their own three character location code. Using the locations codes, academy specific data can be created including nominals, ledgers, cost centres, etc. This enables a further level of accounting and reporting.

M

Mapping Codes

User to determine where nominal codes will be displayed on various reports, e.g. A0 GAG Funding.

Master Location

A location in PS Accounting can be designated as the master location in order to set up nominals which are automatically copied to all other locations on the system.

Media Exporter

Creates BACS files from a payment list to be uploaded into your bank account.

Menu Security

A security setting used to define which menus and dialogs should be accessible to a user.

MTD

Making Tax Digital.

N

Nominal

A nominal is a financial code that provides a way of categorising income and expenses into logical groups. Nominals consist of a code and title, e.g. 4020 - Stationery. They are grouped into numbered ranges based on related categories. For example, income nominals have codes within the 1000s, salaries within the 2000s, premises within the 3000s and so on. The core nominal is the numbered part of the code (e.g 4020). This is usually preceded by a location code (e.g. LLL) to indicate the academy to which it relates. A typical nominal will appear as LLL4020 - Stationery.

Nominal Indices

Nominal indices help to categorise each nominal code for reporting purposes, as well as being linked to other functions within the system, such as the search facility. These indices are also used by the Account Enquiry, Trial Balance and Ledger List functions enabling you to search using the nominal index instead of nominal code.

NOMSEARCH (Nominal Indices)

A nominal indices that is automatically populated by the system when the account is created and enables searching by account title.

NOMTYPE (Nominal Indices)

A nominal indices that Identifies whether the nominal is an Income, Expenditure or Balance Sheet nominal. The option selected her determines which reports the nominal is include in.

NR (Document Type)

Nominal Receipt document type. Used to record incoming being received that does not relate to a Sales invoice already on the system, such as GAG funding, cash for school trips, dinner money, etc.

NX (Document Type)

Cancelled Nominal Receipt document type.

O

Open

Document status. Indicates a document is unpaid / unallocated. Open documents will be highlighted blue in colour as standard. More information about this, please see our Overview - What do the different line colours indicate in PS Accounting? article.

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P

PARAMETERS (Ledger)

A ledger managed by System Administrators contains settings for the document input forms used in PS Accounting.

Payment Terms

For Sales and Purchase ledger types, it is possible to create / edit a set of payment or discount terms (such as number of days from invoice) that can be applied to one or more accounts within the ledger via the Payment Terms tab.

PB (Document Type)

Prepayment to Balance Sheet document type. Transfers the balance of a document to be prepaid to the balance sheet. A PM document will then transfer the balance back to the surplus / deficit nominal apportioning the amounts across the applicable periods. Please see our How to - Process Prepayments article for more information.

PC (Document Type)

Purchase Credit Type document type. A supplier credit note can be applied to the supplier account and used against future purchases or offset an existing invoice. The credit note debits the Purchase ledger control nominal (9500) and credits the applicable VAT, expenditure and account nominals.

PCASH (Ledger)

A balance ledger used to store information about the cash in the academy used to pay for small expenses.

PE (Document Type)

Student Expenses document type. This is linked to the Student ledger and creates a debtor record against a student account.

Period

A designated length of time for financial reporting.

PFI

Private Finance Initiative – involves funding public infrastructure using private capital.

PI (Document Type)

Non Order Purchase Invoices document type. A non-order purchase invoice is created where an invoice has been received from a supplier, but no requisition or purchase order document has been entered in PS Purchasing. This often occurs for subscriptions or for invoices where there is no physical item, such as utilities.

PJ (Document Type)

Payroll Journal document type used to show payroll expenditure. You can import payroll journals into PS Accounting.

PM (Document Type)

Prepayment Movement to Expense document type. A PM document will then transfer the balance back to the surplus / deficit nominal apportioning the amounts across the applicable periods.

PO (Document Type)

Purchase Order. A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers.

POIN (Document Type)

Purchase Order Invoice document type. A POIN is automatically created when the corresponding INV is posted in PS Purchasing. POIN documents should not be manually created in PS Accounting as the POIN and INV document numbers will become out of sync.

Pupil Premium Payments

Pupil premium is additional funding to raise the attainment of disadvantaged pupils and close the gap between them and their peers. It’s paid on a financial year basis, in arrears and in quarterly instalments.

PR (Document Type)

Supplier Refund document type. Used to post a refund received against a supplier account.

Prepayments

Prepayments are used to record expenditure relating to goods or services that will be received / supplied in future periods. These is typically used for things like insurance premiums and rates. F

PS (Document type)

Paying in Slip document type. This type of document is used to record the paying-in slip used to bank any income paid into the bank.

PT (Document Type)

Petty Cash Transaction document type. In PS Accounting, petty cash tins can be set up as accounts in the Petty Cash ledger (a balance sheet ledger). The petty cash accounts (tins) link to the Petty Cash Control account (nominal code 9420).

Cash received for dinner money, breakfast club, nursery fees, trips, etc must be recorded as a nominal receipt (NR). When petty cash is used for expenses, it must be recorded using the petty cash transaction document (PT).

PURCHASE (Ledger)

Used to store supplier accounts from which the academy / MAT purchases goods or services. This ledger shows which purchases have been paid and which are outstanding.

Q

R

Reducing Balance

A method used to calculate depreciation which deducts depreciation based on a monthly / yearly percentage which reduces as each month goes by.

Register (REG) Period

A holding period used to store any accounting documents requiring authorisation, such as a non-order purchase invoice. Any documents in the REGISTER period will not appear on a paylist and must not be included in a VAT return.

Repolling

A function in PS Purchasing used to resend documents through the approval process for authorisation - sometimes required when an approver has left or is off sick/absent or when an approver has been changed and the document is still awaiting the old approver.

REQ (Document Type)

Requisition. This is an optional stage of the purchasing process.

Restricted Fixed Asset Fund(s)

Resources to be spent on particular capital purposes, including the following incoming resources and related expenditure:

DFE/EFA capital grants

  • other government capital grants
  • sponsorship monies received for capital projects

Restricted General Funds

Resources which can only be expended for a specific purpose. This fund would include the following incoming resources and related expenditure.

EFA General Annual Grant (GAG)

  • other EFA grants
  • other government grants
  • sponsorship of particular projects or activities
  • boarding activities if these are undertaken
  • gifts and donations with restrictions attached (received for specific purposes)

RJ (Document Type)

Recurring Journals document type. Allows for a journal to be entered and then recur for a specified number of periods. F

S

SALES (Ledger)

Used to store accounts where the academy/MAT is invoicing others for a product or service, e.g. hiring out a hall to clubs.

SC (Document Type)

Sales Credit Note document type. Used to credit a sales invoice on a customers account on the Sales ledger. The Sales Invoice Credit form is a similar form to the sales invoice but has the reverse effect on the accounts. The form is displayed in red to identify that a credit is being applied.

SE (Document Type)

Staff Expenses document type used to record the expenses for a specific member of staff. It debits the applicable expenditure accounts and credits the Staff Expense Control account to identify that the money is owed to the member of staff.

Security Role

A security setting. Whilst access levels give access to data within the system, security roles are used to restrict access to the ways in which the data can be maintained, i.e. whether data can be viewed, modified or posted. If no security roles are applied, users with applicable access levels can carry out all these functions.

Security roles are usually created to represent the roles or functions within your academy/MAT to clearly identify what functions are required. They consist of a code and title. Once created, they are then assigned to user groups.

SI (Document Type)

Sales Invoice document type. A SI document input form is created to raise a sales invoice for a customer.

SITEMS (Ledger)

Contains a list of sales items that can be pre-defined for sales invoicing, such as school uniforms. For more information, please see our How to - Post a Sales Invoice article.

SR (Document Type)

Sales Receipt document type. There are two receipt options within the system – nominal receipt and sales receipt. It is essential that when recording income relating to an invoice issued to a customer, that it is recorded via a sales receipt document and not a nominal receipt. For more information, please see our How to - Post a Sales Receipt Document (SR) article.

STAFFEXP (Ledger)

Contains a list of staff members for staff expenses.

Straight Line

A method used to calculate depreciation which deducts the same amount of depreciation each month/year until the asset is written off. For more information please see our How to - Manage Fixed Asset Depreciation article.

STUDENT (Ledger)

A balance sheet ledger containing student debtor accounts.

System Administrator

A user with the highest level of system access responsible for the set up and maintenance of the system. Only users with the system administrator login will be able to perform administration functions. For more information, please see our User Guide - Managing the PS Financials System user guide.

System Audit

A system health check which identifies and endeavours to fix any errors/issues found in the system. F

SX (Document Type)

Cancelled Sales Receipt document type. This document is used when a sales receipt has been raised in error or no longer required.

T

TB (Document Type)

Trips booking document type. Used for booking a student onto a pre-existing trip.

TC (Document Type)

Trip Cancellation document type. Used for cancelling a student trip booking.

TR (Document Type)

Trip Receipt document type. Used to record a student payment where a student has paid for a trip. For more information, please see our How to - Record a Trip Receipt article.

Trading (Nominal Type)

The balances on trading nominals appear on surplus/deficit reports and starts afresh each year.

Trial Balance

The trial balance lists your income and expenditure nominals (known as trading nominals or profit and loss), followed by your balance sheet nominals.

When entering transactions there will always be an equal credit entry recorded for every debit amount entry. When balancing the individual accounts in the ledgers, the total of all the debit balances should be exactly equal to the total of credit balances. If the totals are not the same then a mistake must have been made in the bookkeeping. If a trial balance does not balance, it will be because a user does not have the security access to view all nominals or accounts, or intracompany transactions have been changed by a user.

TX (Document Type)

Cancelled Trip Receipt document type. Used to cancel a trip receipt posted in error.

U

Unrestricted Funds

Resources which can be expended for any purpose by the academy trust at the discretion of the governors.

Useful Life

Used when record fixed assets and is the number of months that the asset should be depreciated over. For more information, please see our User Guide - Setting up and Maintaining Fixed Assets article.

User

A person added to the PS Financials system.

USERS (Ledger)

A ledger managed by System Administrators contains information regarding users’ approval limits for document authorisations.

User Field

User fields are a set of fields available within a ledger used to record additional information that is relevant to the type of account. For example, for cost centre accounts, there are three user fields that can be used to record purchase order approvers.

Because user fields are used to provide additional information, they can be added or removed as required. It is also possible to create new user fields to record specific information required by your academy/MAT which can then be reported on or used in a calculation.

The most common user field found is the PO Approval Levels field available on the Cost Centre ledgers, but there are also user fields on the Fixed Asset ledger that contain information used by the system when calculating depreciation.

User Groups

User groups are a collection of security settings to which individual users can be added. Rather than creating users and applying security settings to each one, you create a user group, apply the required settings to the group, then add the required users. The users within the group automatically inherit the security settings.

V

Variation

A variation is an increase or decrease in an element of the budget after the budget has been approved at the start of the year. It is important that variations are monitored, explained and accounted for. For example, if there is a variation in the supply teacher budget that has resulted in an overspend, this should be explained (e.g. it may have been caused by an outbreak of flu) and accounted for by moving funds into the supply teacher account from another cost centre (referred to as virement).

VAT (Ledger)

A balance sheet ledger used to store VAT periods.

VT (Document Type)

VAT Transfer document type.

W

WO (Document Type)

Write Off document type. Can be used to write off fixed assets.

Writing Off

A function used in PS Purchasing to reduce the quantity on a requisition or purchase order document, leaving the remaining information to be progressed through the rest of the purchasing cycle. Write off is often used where a supplier cannot provide the full quantity of an order.

X

X1 (Document Type)

Cancelled Cheques document type.

Y

YE (Document Type)

Year End document type. Is used to identify year end postings.

Z