Key LaGov Terms
                    LaGov Term                         Definition
                    ABEND Message                      A system message that means there is an error with the program and/or configuration. The user must contact the LaGov Helpdesk for assistance in resolving the issue.
                    Account Assignment                 Combination of Finance master data required to post an accounting entry which includes general ledger account, business area, cost object  (if expense or revenue), and may also 
                                                       include cost center, internal order, WBS element or grant), fund and functional area.
                    Account group                      Summary of attributes that control the creation and maintenance of master records (such as general ledger accounts), which determines which data is required for the master 
                                                       records and the number range from which the system selects the numbers for the master records.  
                    Account Type                        Indicates to which accounting area an account belongs (e.g. fixed assets, customers, vendors, materials and G/L accounts). Both the account number and the account type are 
                                                       used to identify the account. 
                    Accounting Document                Generated automatically from processing a business transaction associated with a LaGov module (e.g. materials movement in MM) or manually through a journal creation.
                    Accounting Period                  The fiscal year is divided into 12 accounting periods, each period representing a month.  
                    Accounts Payable                   Administration of accounting data for vendors associated with the procurement where deliveries and invoices are recorded for each vendor.  
                    Accounts Payable Invoice           A non-PO related invoices and credit memos that does not require a PO for payment such as utilities and subscriptions.
                    Accounts Receivable                Recording of miscellaneous cash receipts, accepting payments, amounts due from sponsors for grants and reporting.   
                    Activity                           A task that has a start date and an end date which can be broken down into activity elements.
                    Activity Allocation                Allocation of one or more activity types from a cost center to a cost object using the actual activity consumption  (e.g. hours worked on a project would be reflected as an activity 
                                                       allocation from a cost center to the project).
                    Activity Code                      Code for the activity (work) performed on the equipment/part used to repair the damage. Activities are defined in the Activity Master Records -    
                    Activity Code Group                Code which combines activities into searchable groups.
                    Activity Description               Text which clarifies the activity code.
                    Activity Report                    A type of notification used to document maintenance after it has occurred.
                    Activity Type                      Identifies the measure of activity produced by a cost center (e.g. units of time or quantity) which is used for allocation purposes.  
                    Actual Cost                        Actual cost of the job based on the actual time and actual materials used.
                    Actual Work                         Actual hours required to accomplish the work.
                    AdHoc Approval                     Functionality in the system that allows the buyer or an approver with change authority to add approvers to the approval overview manually.
                    Allocations                        Allocations allow movement of financial data within the controlling area by predetermined characteristics which calculate and report on specific financial movement from cost 
                                                       centers and internal orders.
                    Appropriation Budget Adjustment    Changes to the overall budget amount (increase or decrease) at the Fund, Agency or Agency Program.
                    Approval Limit                     The total dollar amount of a request that an end user approver has authorization to approve/review in SRM.
                    Approver                           End user responsible for approving or rejecting a document.
                    Asset Account                      Number assigned to each asset in the asset accounting sub-ledger
                    Asset Accounting                   Provides for management of capitalized assets and tracking of their values. Asset Accounting is a sub-ledger that rolls up to the LaGov general ledger.  
                    Asset acquisition                  Process of obtaining/purchasing an asset.
                    Asset Class                        Main criterion for classifying fixed assets according to legal, financial and management requirements.
                    Asset History Sheet                A comprehensive evaluation report used to display the financial breakdown of the asset register (e.g. cumulative value, acquisitions, retirements and transfers).
                    Asset Management (AM)              Designed to manage and supervise individual aspects of fixed assets including purchase and sale of assets, depreciation, and investment management.
                    Asset Master Record (AMR)          Record that contains limited general information about a capitalized asset. It also determines how the asset is depreciated over time. LaGov will track all transactions that affect 
                                                       an asset – it’s original acquisition, it’s depreciation and it’s retirement.
                    Asset Retirement                   Process of removal of an asset or part of an asset from the asset portfolio (e.g. sale, destruction, loss, theft, no longer needed).
                    Asset Shell                        An AMR that is not yet capitalized; a shell is created with a minimum of required data when a purchase order is issued to help define the proper accounting for that asset.
                    Asset transfer                     Process of moving an asset from one custodian to another or to split-up an asset or change master data, when it's physical location or organizational structure is changed.
                    Attribute                          A value that describes and defines an object or entity in detail. 
                    Audit Trail                        The audit trail refers to information that has been created, approved or changed by each user ID.
                    Availability Check                 Procedure utilized to ensure there is adequate resources (e.g. funding) for work, material or an order. 
                    Availability Control               Component in the Funds Management (FM) module that controls budget according to FM dimensions of fund, fund center, commitment item, funded program, functional area 
                                                       and grant.
                    AVL (Approved Vendor List)         Object in LaGov for source determination which identifies vendors approved to supply specific commodities and services.
                    Basic Project Date                 Date that is defined by the Project Manager and indicates when a project task should be complete.
                    Block/Unblock                      Functionality that allows a customer to be blocked from  Accounting transactions (invoicing, credits, payments).
                                                       Budget Control in Funds Management incorporates all outstanding pre-encumbrances (requests to purchase), encumbrances (Purchase Orders) and expenses (Vendor Payments). 
                    Budget Control                     These amounts are compared to the available budget to determine whether a transaction can be completed.  Moving forward, if there is not enough budget to process a 
                                                       Purchase Order or Vendor Invoice, then we cannot proceed with the transaction until the budget situation is addressed.
                    Budget Reservation                 Ability to set aside budget for future purpose by transferring budget to a non-consumable budget type in order to reserve those funds.
                    Business Area                      An organizational unit of financial accounting. In AFS, it’s known as “Agency”.
                    Cash Edit                          A program that runs nightly and evaluates cash availability at the Fund Level.
                    Catalog                            LaGov term for catalog is Material Master. The Material Master contains all the information on the materials that a company buys, makes, uses, stores, and sells, including 
                                                       services.
                                                       The chart of accounts (CoA) is a structured grouping of G/L accounts to facilitate the reporting of financial data. The CoA represents the highest level of consolidated reporting of 
                    Chart of Accounts                  G/L account data. G/L accounts of the same nature are grouped into types by number range. G/L accounts are created within a company and are duplicated across all companies 
                                                       within the CoA.
                    Classification                     The allocation of objects to a class. When you allocate objects to a class, you assign values for the object to the characteristics in the class.
                                                       LaGov will keep track of whether invoices are paid through a process called “Open Item Management” For example, when a Vendor invoice is entered, LaGov records it as an 
                    Cleared Items                      open item. When the payment is made, the Invoice open item is “cleared” and a Check open item is created. When the Treasury cashes the check the Check open item is cleared. 
                                                       In day-to-day terms, this means you will be able to see whether a vendor has been paid and whether they have cashed the check. 
                    Commitment                         A contractual or scheduled commitment of funds that is not yet reflected in financial accounting, but will lead to actual expenditures in the future.  
                    Commitment Carry-forwards         The period-end step that involves rollover of open purchase requisitions and purchase orders from one year.  No associated budget will be carried-forward with the commitment 
                                                      carryover.
                    Commitment Item                   Type of revenue or expense in the Funds Management Module. In AFS it’s known as either an Expenditure Object or a Revenue Source.  This term is interchangeable with Cost 
                                                      Element and General Ledger Account
                    Commodity                         Consumable items (office supplies, equipment, etc.) that are acquired through the purchasing process.
                    Company Code                      The central organizational unit of external accounting within LaGov  that represents the highest level of the organization
                    Confirming Orders                 Shopping Cart lines may be marked as “confirming” when the goods or operational services have already been received by the requestor. The Shopping Cart is then used to create 
                                                      a “Confirming Order”. This PO does not require a Goods Receipt in order to pay the invoice.
                    Contract                          Contract in SRM is used to identify an agreement between the State and a Vendor to supply commodities at pre-determined prices.  
                    Contract Approval Workflow        Term used to describe the approval process of contract.
                    Contract Data                     LaGov customer master functionality that allows multiple customer business contacts (sales persons, accounting contacts, etc.) to be stored centrally as a part of the customer 
                                                      master record.
                    Controlling Area                  The Controlling Area is the highest organizational unit in the Controlling module. It is used to represent a closed system for cost accounting purposes and may include single or 
                                                      multiple company codes. All internal allocations refer exclusively to objects in the same controlling area. elf-contained organizational unit for cost accounting.
                    Corrective Maintenance            Maintenance needed to repair malfunctioning equipment (e.g. a piece of rotating equipment having excessive vibration or noise).
                    Cost Allocations                  Distributing amounts and quantities from one sender cost object to one or more receiver cost objects.
                    Cost Center                       An organizational unit that represents a revenue and cost collector for more permanent activities or areas of responsibility .
                    Cost Element                      A cost element is used to classify and record revenue and expenses in the Controlling (CO) module.  Primary cost elements have a one-to-one relationship with general ledger 
                                                      expense accounts. This term is interchangeable with Commitment Item and General Ledger Account
                    Cost Object                       Cost collector that providing various means to collect and manage costs. Examples of cost objects include cost centers, project work breakdown structure elements, internal 
                                                      orders, and maintenance work orders.
                    Cost Receiver                     Cost receiver is the generic term used for specific cost objects or entities against which a cost is to be posted (e.g. cost centers, internal orders, G/L accounts, assets, etc.).
                    Cost Sharing                      Resources required to be contributed by parties other than the sponsor to help fund a sponsored program or project. 
                    Costing                           Controlling defines how costs are identified, planned, distributed, controlled, managed and reported.  
                    Creator                           End user who creates a document in the system who may or may not be the initiator. 
                    Distribution                      Transaction that allocates primary costs in Controlling.  
                    Document                          A LaGov document is an electronic version of a paper document (e.g. invoices, purchase orders and sales orders) which contain header information (which applies to the whole 
                                                      document), and line item information (which can vary by line).
                    Document Flow                     Representation in the system of all the documents required for a particular business transaction. 
                    Document Number                   A unique number assigned by the system to an electronic document in LaGov.  
                                                      Denote the type of document entered and determines the document number assigned by the system which allows easy segregation of the different types of entries in the 
                    Document Type                     system. The document type differs for Materials Managements and Financial Accounting. Financial Accounting is a two character identifier that enables differentiation of 
                                                      documents that can be posted to the general ledger. Materials Management is a two character identifier that enables differentiation of purchasing document in LaGov.
                    Drill Down                        Ability to double-click on an item to display other details.
                    Earmarked Funds                   Describes various internal Funds Management documents that pre-encumber or encumber budget.
                    ECC – ERP Central Component       ECC refers to LaGov’ s core application components, such as Finance, Controlling, Human Resources, etc.
                    Emergency Orders                  An order type
                    Emergency/Disaster Cost Tracking  Used for capturing costs related to names storms/disasters where multiple dimensions of cost tracking is required.
                    Encumbrance                       An automatic hold on budget  (encumbrance) that is generated in Funds Management when a contract, purchase requisition or purchase order is created. 
                    Equipment Category                Identifier that groups equipment according to its use (for example, vehicles.
                    Equipment Master Record (EMR)     Identifies equipment in LaGov and links equipment to the Asset Master Record (AMR).Default expense information is defined on an equipment record, so downstream 
                                                      maintenance costs can be entered once and done.
                                                      A system message that is preceded by the letter E, which indicates that an invalid entry has occurred on the screen. In order to proceed with a system task, the user must correct 
                    Error Message                     the error. The user can drill down on an error message to display additional information about that error. Although the cursor usually moves to the field where the error occurred, 
                                                      the system will not always position the cursor in the field for you. 
                    Estimated Cost                    The expected cost for goods, services and/or parts needed to complete specified work 
                    Expenses                          Use and payment of funds for goods and services.
                    External Fund                     Money provided by a grantor 
                                                      Fixed assets are tangible assets with a fixed useful economic life, and are reported as balance sheet items within the financial accounts and are represented in LaGov as asset 
                    Fixed Assets                      master records (AMRs). Fixed Asset accounting encompasses the entire lifecycle of an asset from initial purchase or acquisition through retirement. An AMR is created for each 
                                                      asset and supports acquisition of assets from external vendors through the procurement process or internally through donations and the capitalization of assets under 
                                                      construction.    
                    FM Account Assignment             A combination of FM master data which includes Fund, Fund Center, Functional Area, Funded Program, Commitment Item and Grant.
                    FM Account Assignment Derivation  A tool used to integrate other modules to FM in LaGov (FI, CO, MM, HR).  It links the master data of other source modules to FM master data in order to update the FM ledgers 
                    Rules                             with actual revenues, expenses and encumbrances.  It consists of a series of derivation rules in sequential order.
                    FM Budget Category                A classification of budget used for public sector enterprises.  
                    FM Budget Period(s)               The period(s) that is (are) open to perform budget amendments in FM.  FM Budget periods are opened and closed as part of the month-end process.
                    FM Budget Type                    Budget Types are used to sub-divide the budget process (enter, return, transfer or supplement) for more detailed budgeting and budget reporting.  Budget types can be defined as 
                                                      consumable or non-consumable and are required when creating budget documents.
                    FM Master Data                    Similar to General Ledger (GL) accounts and Controlling (CO) cost elements, commitments can be groups for reporting purposes and are derived from GL accounts during financial 
                                                      postings . Revenues, expenses, fund balances, assets and liabilities represented by commitment items in FM. 
                    Forecast Project Date             Date that outlines when a project task can be achieved as defined by the Phase Manager.
                    Functional Area                   A data element in the Funds Management module used to divide organizational costs according to functional aspects, which is intended to look at a function, activity, and/or 
                                                      program dimension of an organization.
                    Functional Location               Physical/logical location that can be arranged in a hierarchical structure and represent where work is performed.
                    Functional/ Loc Task List         Used to define maintenance job plans for specific functional locations and the services necessary to complete the task which is specific to the functional location.
                    Fund                              A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or 
                                                      balances.
                    Fund (External)                   Financial support or resources that outside sources (such as sponsors) contribute to an organization.
                        Fund (Internal)                          Financial support or resources that inside sources (grantee or contractor) contribute to help subsidize sponsored program activities.
                        Fund Reservation                         An internal Fund Management document used to reserve (consume) budget for a specific purpose in future (may also be referenced in follow-on documents such as purchase 
                                                                 requisitions, purchase orders, journal entries and accounts payable invoices).
                                                                 A program within Funds Management with an operational purpose and a defined timeframe. It represents activities and budget with a discrete purpose (outside of cost center 
                        Funded Program                           budget), and can vary from simple activities to complex projects and can cross fiscal years, funding sources and organizational units. Has a 1:1 relationship with Project Systems 
                                                                 WBS elements.
                        Funds Center                             Fund Center represents a clearly defined area of responsibility in Funds Management to which budget can be assigned. Organizational levels of Agency, appropriated program and 
                                                                 the lowest level of budgeting are represented by Fund Centers. Have a 1:1 relationship with Cost Centers
                        Funds center group                       A group of funds centers that logically belong together and for which combined reporting is desired.
                        Funds Commitment                         Sets aside appropriate funds for expected expenditures.
                                                                 Finance module that manages budgets and provides budgetary controls and fund accounting. The purpose of Funds Management is to budget all revenues and expenditures for 
                        Funds Management                         individual areas of responsibility, to control future funds transactions in accordance with the distributed budget, and to stop the budget being exceeded. You can adapt the 
                                                                 budget to changes in conditions by entering releases, supplements, returns, and transfers.
                        G/L Account                              The General Ledger Accounts (GL Accounts) are the structures that classify debit and credit values for accounting transactions in the FI module and form the basis for creating 
                                                                 balance sheets and income statements.
                        Goods Receipt (GR)                       A goods receipt validates the vendor invoice amount and quantity with the corresponding purchase order and goods receipt information. 
                        GR/IR                                    GR/IR (Goods Receipt/Invoice Receipt) account is a temporary G/L clearing account used to balance Purchase Order related accounting transactions.
                        Grant                                    Represents a lower level funding instrument used to document, control and report on the results of an agreement between an external sponsor and an organization. 
                        Grants Management                        The Grants Management solution for the Louisiana Enterprise will provide the ability to relate organizational structures and data to sponsors while providing capabilities for 
                                                                 managing sponsored program activities for budgeting, cost sharing, billing, calculating, and applying indirect overhead costs to grants and closing out grant awards.
                        Header Data                              Information on a document that applies to the entire document.
                        Hierarchy                                The levels of data in LaGov that enables a user to obtain accurate financial and physical reports at different organizational levels (e.g. for the entire organization, a specific legal 
                                                                 entity within the organization, an individual location or a particular department).
                        Impest Account                           Agency managed bank accounts that are used to pay expenses.
                        Indirect Costs                           Expenses that are administrative or support in nature that cannot be directly attributable to sponsored programs or activities.
                                                                 A system message preceded by the letter "I" which indicates that information is being provided regarding the entry but that no correcting action is required. The system displays 
                        Information Message                      information messages to assist with your system tasks (e.g. user may see an information message when they successfully create or save a document). When an information 
                                                                 message is displayed simply press  to continue. User can drill down on an information message to display additional message details.
                        Initiator                                Someone who starts a process.
                        Invoice Receipt (IR)                     Validation used on invoices that supports Purchase Orders and does not require a Goods Receipt. 
                        M4 Notification                          Creates the initial request for a personal assignment or personal assignment / home storage vehicle, for a specified period of time.
                        M5 Notification                          The M5 Notification (also known as PM Notification) how tagged property is tracked. It will keep information about who has the asset, serial numbers etc.. This is the LaGov 
                                                                 functionality that will be the basis for the Annual Equipment Inventory.
                        Master Data                              A collection of information about a person, company or object (e.g. information about a customer or vendor, or a material or account), used  when performing transactions to 
                                                                 create documents (e.g. cost objects, general ledger accounts, materials or vendors).
                        Master Record                            A record that contains the characteristics or attributes of a functional location, piece of equipment, material, cost center, vendor, asset, etc.
                                                                 A message or system message is a text message from LaGov in response to a screen entry. There are four basic types of messages: Error, Information, Warning, and ABEND. 
                        Message                                  Messages can either be written in the status bar (at the bottom left of the screen) or in a pop-up dialogue box. The user can drill down on a status bar message to display 
                                                                 additional information.
                        Milestone                                Key dates and percentages of completion which are defined by each agency based on their specific needs.
                                                                 Used in the Plant Maintenance module to describe the condition of a technical object. It refers the maintenance department to a task that needs to be carried out and 
                        Notification                             documents the task once it's been completed. While there are nine types of maintenance notifications, CPRA will use those related to Maintenance Work Request, Preventive 
                                                                 Maintenance, and Maintenance Scheduled Request. 
                        Notification Record                      Master Record in the Plant Maintenance module which is used to record and track moveable assets for inventory purposes.
                        Notification Type                        A categorization of notification records for process and reporting considerations (e.g. maintenance notification, controlled asset notification, etc.).  
                        Park                                     Allows invoice or credit memo data to be suspended in the system without accounting ledger update. Parked documents can be viewed, changed, deleted, or posted in the 
                                                                 future.   
                        Parked document                          An incomplete accounting document that is held in a "hold" status. 
                        Partial payment                          Customer payments that are less than the amount due on the invoice.
                        Payment Document                         Clears open items, groups together invoice documents, and assigns a check number.
                        Payment Method                           How a vendor will be paid (e.g. ACH, Single Check, or Consolidated Check)
                        Payment Run                              The process of paying all A/P invoices that are due. When the run is executed, a list is generated of all vendor invoices that are not blocked and due for payment. Once the run is 
                                                                 completed, the check for payment is printed.
                        Payment terms                            An agreed upon timeline for payment (payment due date on an invoice)
                        Percentage of Completion                 Portion of the work which the Milestone represents of the total work to be performed in a project.
                        Plant                                    A Plant is a physical/logical location that allows maintenance activities to be performed, tracked, cost allocated and reported at any level
                        Plant Maintenance (PM)                   Designed to schedule equipment maintenance such as servicing equipment.  The module includes the Work Order component that is designed to facilitate the ordering, planning, 
                                                                 and scheduling of repairs and maintenance within facilities and for Fleet.
                        Plant Maintenance Work Order             Work Order is used to plan and schedule labor, materials and services; and is a cost collector for the resources (parts, labor, equipment, etc.) used on the job. 
                        Post                                     Validates and clears the vendor document for payment (approved for payment)
                        Posting Date                             The date when a financial document is posted to the G/L (It is only possible to specify a posting date within an open posting period).  
                        Pre-encumbrance                          Consumption (holding) of budget resulting from the issue of a purchase requisition or fund reservation 
                        Product Category                         Used in SRM and is synonymous with material group in ECC, it is the commodity code classification for the item being procured.
                        Product ID                               Product master in SRM which is also referred to as a Material Master in ECC
                        Product Master                           Collection of information about a specific product maintained in SRM, which is similar to a Material Master in ECC
                        Project                                  A business undertaking involving a predetermined goal to achieve with prescribed funds and operating resources, to an agreed level of quality, and by a particular date.
                        Project Accounting                       Ability to relate organizational structures and data to projects while providing capabilities for managing project activities for planning and budgeting, calculating and applying 
                                                                 overhead costs projects, accounting for assets under construction, settling projects to fixed assets, project closeout, and reporting.
                        Project Definition                      Contains high level information for overall project and organizational details that define the entire project. (this is where the project number is generated and the description is 
                                                                retained).
                        Project Master Records                  A record that contains high level information for overall project and organizational details that define the entire project, which are created in order to track and monitor costs of 
                                                                work with one or more phases, and includes budgets and dates for fund control.
                        Project Structure                       A representation of the entire project based on key elements (e.g. work breakdown structure, milestones, dates, resources, budget, etc.)
                        Project Systems                         Provides the ability to create, plan and manage projects through its lifecycle and includes setting up a structure, drawing up detailed plans, executing and completing a project.
                        Punch-out Catalog                       Statewide contracts that allow requestors to visit the Vendor's website to select items for purchase
                        Purchase Contract                       The sourcing for particular items for specific prices with a unique supplier 
                        Purchase Order                          Created in SRM by a buyer from an approved shopping cart or accepted RFx for both commodities and services.
                        Purchase order invoice                  Document posted in LaGov when a purchase order but no goods receipt is received (e.g. contract services).
                        Purchase Requisition                    Document used to request materials and services,  which allows for procuring from outside the agency with the assistance of the Purchasing Group. It authorizes the Purchasing 
                                                                Officers to purchase the materials and/or services as detailed in the requisition.  
                        Purchasing Card (P-Card)                A form of a credit card that allows goods and services to be procured without utilizing a traditional purchasing process.      
                        Purchasing Groups (Buyers)              Staff that is responsible for day-to-day procurement of commodity and service  activities. 
                        Requestor                               Users who creates a requisition and/or shopping cart in the SRM system.
                        RFx                                     An RFx is an invitation extended to vendors by a buyer to submit a price for materials or performance of services. Also interchangeable with ITB's, RFPs and Solicitations.
                        Shopping Cart                           A shopping cart in LaGov is a Purchase Request. It is one of the ways LaGov can initiate a Purchase Order.   
                        Sponsored Programs                      A structure in Grants Management used to control and monitor transactions based on a Sponsor's external programs, which may be different from an organization's own 
                                                                programs. 
                        Statistical Order                       Used  to organize other Work Breakdown Structure (WBS) elements in the hierarchy which cannot be settled.
                        System Status                           An assigned code that identifies the position of project activities in relation to overall project workflow (e.g. CRTD-Created)
                        Tolerance                               The amount by which an invoice variance may exceed the designated price or quantity limit.
                        Transaction Code                        A quick access code that represents a particular task that can be used to access the initial screen of a task instead of accessing it through the menu path. 
                        Vendor Master                           Static information about a vendor including addresses, points of contact, and standard terms; all the information needed to create a contract with a vendor. 
                        Vendor Number                           The vendor number is a unique number assigned by the system to a vendor master record.
                        Warning Message                         A system message that is preceded by the letter “W”, which indicates that the system is unable to complete a system task. An example would be a warning that the user has 
                                                                insufficient budget to process a request that requires funds.
                        WBS Element                             Work Breakdown Structure (WBS) elements are used to collect and monitor the actual costs of discrete long-term tasks or activities which are linked to Sponsored Programs.
                        Work Order                              Authorization to perform work on a particular functional location/equipment. Collects maintenance costs including labor, materials and external costs.
                        Workflow                                Online distribution of electronic documents for approval/review.