Overview

DRAFT

Overview

ProAcct is an accounting package written to interface with information supplied from IFIS, DSE and DARWIN. The underlying goal of ProAcct was to reduce the amount of double-entry found in current accounting systems, to adapt to IFIS's accounting model, and to supply a multiuser environment.

Software/Hardware

ProAcct currently runs on any Macintosh computer that has a 68020 microprocessor and runs System 7.0 or greater. It runs best in a 5mb memory partition, so 8mb of RAM is suggested.

To run ProAcct, no additional software is necessary. ProAcct is written in Microsoft FoxPro, and is distributed as a run-time executable.

Databases

Each department has a machine that is designated as the server. The user of this computer is known as the primary user. The server machine holds each of the above databases in a shared folder called Acct. The databases live in a folder inside of Acct, called Acct DBFS. Clients can mount this filesharing directory and manipulate the data.

DTLTRANS is downloaded from the DSE to sio.ucsd.edu (currently a Sun SparcStation ELC) twice weekly. On sio, a program is run to fill in missing account indexes. The database is then split into the appropriate departmental areas. Each Department only gets the data that belongs to their department. These updated files then live in an acct directory on sio for each primary user. The primary users can, at their leisure, update the departmental database. The update process copies the data from the Sun down to the local departmental server.

ProAcct downloads the following tables:

ProAcct maintains the following local tables:
File Structures:
Account: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   ACCOUNT           Character             6                  Asc    Machine
      2   PRED_CODE         Character             6                  Asc    Machine
      3   DESC              Character            36          
** Total **                                      49
Account
DSE:CHACCT

University assigned account code

Pred_code
DSE:CHACCT

Office of the President assigned roll up code

Desc
DSE:CHACCT

University assigned account title

Check: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   CK                Character             1          
      2   FISC_YR           Character             2          
      3   ACCT_PER          Character             2                  Asc    Machine
      4   ACCT_INDEX        Character            10                  Asc    Machine
      5   FUND              Character             6                  Asc    Machine
      6   ORG               Character             6                  Asc    Machine
      7   ACCOUNT           Character             6                  Asc    Machine
      8   PROGRAM           Character             6                  Asc    Machine
      9   ACTIVITY          Character             6          
     10   LOCATION          Character             6          
     11   JOURN_TYPE        Character             4          
     12   DOC_NUM           Character             8          
     13   SEQ_NUM           Character             4          
     14   ACT_DATE          Character             8          
     15   DOC_RF_NUM        Character            10          
     16   TRANS_DATE        Character             8          
     17   TRANS_AMT         Numeric              15         2
     18   TRANS_DESC        Character            35          
     19   CREDIT_IND        Character             1          
     20   FIELD_IND         Character             2          
     21   LEDGER_IND        Character             1          
     22   BUDGET            Numeric              15         2
     23   FINAN             Numeric              15         2
     24   ENCUMB            Numeric              15         2
     25   NOTES             Memo                 10          
     26   DEPT1             Character             4          
     27   DEPT2             Character            10          
** Total **                                     217
ck
USER

User maintained field for checking off transactions

fisc_yr
DSE:DTLTRANS

Fiscal year transaction occurred in

acct-per
DSE:DTLTRANS

IFIS account period transaction transaction occurred in

acct_index
DSE:DTLTRANS

Transactions account index

fund
DSE:DTLTRANS

Transactions fund

org
DSE:DTLTRANS

Transactions organization

account
DSE:DTLTRANS

Transactions account

program
DSE:DTLTRANS

Transactions program

activity
DSE:DTLTRANS

Transactions activity

location
DSE:DTLTRANS

Transactions location

journ_type
DSE:DTLTRANS

doc_num
DSE:DTLTRANS

seq_num
DSE:DTLTRANS

act_date
DSE:DTLTRANS

doc_rf_num
DSE:DTLTRANS

trans_date
DSE:DTLTRANS

trans_amt
DSE:DTLTRANS

trans_desc
DSE:DTLTRANS

credit_ind
DSE:DTLTRANS

field_ind
DSE:DTLTRANS

ledger_ind
DSE:DTLTRANS

budget
DSE:DTLTRANS

finan
DSE:DTLTRANS

encumb
DSE:DTLTRANS

notes
User

dept1
User

dept2
User

Fund: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   FUND              Character             6                  Asc    Machine
      2   ACCOUNTING        Numeric               6          
      3   PFT_FUND_T        Character             2          
      4   PF_EFFECTI        Character            19          
      5   PRED              Character             6                  Asc    Machine
      6   DESC              Character            35                  Asc    Machine
      7   PF_INDIREC        Character             6          
      8   STDPER            Float                20        10        Asc    Machine
      9   REFRESH_DA        Character            19          
** Total **                                     120
fund
DARWIN:f_period_fund

university assigned fund

accounting
DARWIN:f_period_fund

UNUSED

pft_fund_t
DARWIN:f_period_fund

UNUSED

pf_effecti
DARWIN:f_period_fund

UNUSED

pred
DARWIN:f_period_fund

Fund predeccessor code

desc
DARWIN:f_period_fund

University assigned fund description

pf_indirec
DARWIN:f_period_fund

UNUSED

stdper
DARWIN:f_period_fund

Standard IDC percentage

refresh_da
DARWIN:f_period_fund

UNUSED

Group: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   ACCT              Character             6                  Asc    Machine
      2   PRED              Character             6                  Asc    Machine
** Total **                                      13
acct
User

account to associate with a particular pred code

pred
User

pred code that reference pred in table pred

Index: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   INDXX             Character             7                  Asc    Machine
      2   FUND              Character             6                  Asc    Machine
      3   ORG               Character             6          
      4   PROG              Character             6          
      5   START             Character             6          
      6   A                 Character             1          
      7   STOP              Character             6          
      8   DESC              Character            36          
** Total **                                      75
indxx
DSE:CHINDX

Account index

fund
DSE:CHINDX

Fund

org
DSE:CHINDX

organization

prog
DSE:CHINDX

program

start
DSE:CHINDX

index status effective start

a
DSE:CHINDX

index status

stop
DSE:CHINDX

index status effective stop

desc
index title
Pred: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   PRED              Character             6                  Asc    Machine
      2   DSC               Character            45          
      3   DISPLAY           Character             1          
** Total **                                      53
pred
User

pred code that ties to pred code in table group

dsc
User

title of category

display
User

y/n determines whether category grouping shows on reports

Proj: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   ACCT_INDEX        Character            10          
      2   ORG               Character             6          
      3   FUND              Character             6          
      4   PROGRAM           Character             6          
      5   ACCOUNT           Character             6          
      6   TRANS_DESC        Character            35          
      7   BUDGET            Numeric              15         2
      8   FINAN             Numeric              15         2
      9   ENCUMB            Numeric              15         2
     10   NOTES             Memo                 10          
     11   DEPT1             Character             4          
     12   DEPT2             Character            10          
     13   ACCT_PER          Character             2          
** Total **                                     141
acct_index
User

Index of projected/adjusted transaction

org
User

org of projected/adjusted transaction

fund
User

fund of projected/adjusted transaction

program
User

program of projected/adjusted transaction

account
User

account of projected/adjusted transaction

trans_desc
User

Projected/Internal Adjustment type of transaction

budget
User

budgeted amount

finan
User

financial amount

encumb
User

encumbered amount

notes
User

notes, comments

dept1
User

dept2
User

acct_per
User

account period of projected transaction (note: this is always 00)

User_group: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   GRUP              Numeric               6                  Asc    Machine
      2   COMMENTS          Memo                 10          
      3   START             Date                  8                  Asc    Machine
      4   STOP              Date                  8                  Asc    Machine
      5   PI_LAST           Character            20                  Asc    Machine
      6   PI_FIRST          Character            15                  Asc    Machine
      7   AWARD_AMT         Numeric              15         2
      8   CUR_START         Date                  8                  Asc    Machine
      9   CUR_STOP          Date                  8                  Asc    Machine
     10   CUR_AMT           Numeric              15         2
     11   TITLE             Character            45          
     12   BOOKKEEPER        Character            15                  Asc    Machine
     13   FLAG              Character             2                  Asc    Machine
** Total **                                     176
User_indx: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   INDXX             Character             8                  Asc    Machine
      2   GRUP              Numeric               6                  Asc    Machine
      3   NOTES             Memo                 10          
      4   FLAG              Character             2                  Asc    Machine
      5   INDX_NAME         Character            40          
      6   TYPE              Character            15                  Asc    Machine
** Total **                                      82
indxx
USER

Index to associate with group grup

USER

group to associate with index notes

USER

notes regarding index flag

USER

internal index status flag indx_name

USER

internal index name type

USER

internal index type

User_ofp: 
  Field   Field Name        Type              Width       Dec      Index    Collate
      1   ORG               Character             6                  Asc    Machine
      2   FUND              Character             6                  Asc    Machine
      3   PROGRAM           Character             6                  Asc    Machine
      4   GRUP              Numeric               4                  Asc    Machine
** Total **                                      23
org
USER

organization to associate with group fund

USER

fund to associate with group program

USER

program to associate with group grup

USER