Open Access to Financial Information General Terms

Review the following terms to learn about commonly used terms and abbreviation:

• General Ledger Transfer: A entry in the city’s accounting books that moves a charge from one place to another. It can be used to correct an entry made in one account that should have been made in another. It also is often used where a large bill is paid from one account then charged back to other departments, examples are phone bills that are paid by Information Systems and then charged back to each department, or purchasing cards where the credit card bill is paid all at once and then the costs charged back to each department’s account according to their individual monthly statements.
• Invoice (INV): followed by a number or a description that is just a series of numbers; e.g. 11927, 11924, 11224. This information that is more of interest to vendors looking to see what the city has paid to them. INV stands for “invoice” and the numbers are the invoice numbers being paid on a particular check. Often, only the invoice number is entered in the description. The vendor or the department can tell what was purchased by looking up the invoice document by its number.
• IU or II or IS followed by a series of numbers: A charge for an item issued from the city warehouse; e.g. IS0000000000000083110000 1.840 EA. Certain utilities piping, parts, and chemical, and some office supplies items such as hand sanitizer are issued from the city warehouse.
• Petty Cash: A reimbursement to an employee of the city where the employee paid out of their own pocket for a city expense of less than $35.
• Purchasing Card (P-Card): An abbreviation for Purchasing Card.
• Purchasing Card (PC): When combined with a name or initials it indicates the person responsible for charges on that card.
• Purchasing Card: a Visa credit card issued to city employees to make pre-approved, small dollar purchases. This is a more efficient and less expensive way to buy small items and services. The city receives a rebate on all purchases made with a purchasing card.
• RCH or RCHS: Refers to a cash receipt or revenue collection taken either in City Hall or the Bryce A. Stuart Municipal Building, this is usually where an expense is being reimbursed to the city.