Data Dictionary Based on ERD
Based on the provided Entity Relationship Diagram, I've created a comprehensive data dictionary for each table. This includes field names, data types, lengths, key types, and descriptions.
Users Table
| Field | Type | Length | Key | Description |
|---|
| user_id | INT | 11 | PK | Unique identifier for each user |
| username | VARCHAR | 50 | - | User's login name |
| name | VARCHAR | 100 | - | Full name of the user |
| role | VARCHAR | 50 | - | User's role in the system (admin, manager, etc.) |
| password | VARCHAR | 255 | - | Encrypted password for user authentication |
Disbursements_records Table
| Field | Type | Length | Key | Description |
|---|
| disbursement_id | INT | 11 | PK | Unique identifier for each disbursement record |
| logbook_entry_id | INT | 11 | FK | Reference to logbook entries |
| responsibility_id | INT | 11 | FK | Reference to responsibility center |
| control_no | VARCHAR | 50 | - | Control number for the disbursement |
| allotment_class | VARCHAR | 50 | - | Classification of the allotment |
| dv_no | VARCHAR | 50 | - | Disbursement voucher number |
| gross_amount | DECIMAL | 15,2 | - | Total amount before deductions |
| check_amount | DECIMAL | 15,2 | - | Amount on the check |
| check_status | VARCHAR | 20 | - | Status of the check (cleared, pending, etc.) |
| issued_by | INT | 11 | - | User ID of the person who issued the disbursement |
| date_status | DATE | - | - | Date when the status was last updated |
Journal_entries Table
| Field | Type | Length | Key | Description |
|---|
| journal_entry_id | INT | 11 | PK | Unique identifier for each journal entry |
| reference_id | INT | 11 | FK | Reference to related documents |
| entry_date | DATE | - | - | Date when the entry was created |
| reference_type | VARCHAR | 50 | - | Type of reference document |
| remarks | TEXT | - | - | Additional notes or comments |
| user_id | INT | 11 | FK | User who created the entry |
Journal_lines Table
| Field | Type | Length | Key | Description |
|---|
| journal_lines_id | INT | 11 | PK | Unique identifier for each journal line |
| journal_entry_id | INT | 11 | FK | Reference to parent journal entry |
| cashbook_account_id | INT | 11 | FK | Reference to cashbook account |
| amount | DECIMAL | 15,2 | - | Amount for this line item |
| type | VARCHAR | 10 | - | Type of entry (debit or credit) |
Responsibility_Centers Table
| Field | Type | Length | Key | Description |
|---|
| responsibility_center_id | INT | 11 | PK | Unique identifier for each responsibility center |
| rc_code | VARCHAR | 20 | - | Code for the responsibility center |
| rc_name | VARCHAR | 100 | - | Name of the responsibility center |
Logbook Entries Table
| Field | Type | Length | Key | Description |
|---|
| logbook_entry_id | INT | 11 | PK | Unique identifier for each logbook entry |
| cashbook_account_id | INT | 11 | FK | Reference to cashbook account |
| responsibility_center_id | INT | 11 | FK | Reference to responsibility center |
| Chart_of_account_id | INT | 11 | FK | Reference to chart of accounts |
| payee_id | INT | 11 | FK | Reference to payee |
| date_recieved | DATE | - | - | Date when the entry was received |
| disbursement_voucher_number | VARCHAR | 50 | - | Voucher number for disbursement |
| allotment_class | VARCHAR | 50 | - | Classification of the allotment |
| nature_of_payment | TEXT | - | - | Description of what the payment is for |
| payable_amount | DECIMAL | 15,2 | - | Amount to be paid |
| created_by | INT | 11 | FK | User who created the entry |
Cashbook_Accounts Table
| Field | Type | Length | Key | Description |
|---|
| cashbook_account_id | INT | 11 | PK | Unique identifier for each cashbook account |
| fund_type | VARCHAR | 50 | - | Type of fund (petty cash, general fund, etc.) |
| bank_account_id | INT | 11 | FK | Reference to bank account |
| starting_balance | DECIMAL | 15,2 | - | Initial balance of the account |
| current_balance | DECIMAL | 15,2 | - | Current balance of the account |
| remarks | TEXT | - | - | Additional notes or comments |
Chart_of_Accounts Table
| Field | Type | Length | Key | Description |
|---|
| Chart_of_account_id | INT | 11 | PK | Unique identifier for each account in the chart |
| title | VARCHAR | 100 | - | Title or name of the account |
Payees Table
| Field | Type | Length | Key | Description |
|---|
| payee_id | INT | 11 | PK | Unique identifier for each payee |
| title | VARCHAR | 100 | - | Name or title of the payee |
Bank_accounts Table
| Field | Type | Length | Key | Description |
|---|
| bank_account_id | INT | 11 | PK | Unique identifier for each bank account |
| account_number | VARCHAR | 50 | - | Bank account number |
| account_name | VARCHAR | 100 | - | Name on the bank account |
| bank_name | VARCHAR | 100 | - | Name of the bank |
| status | VARCHAR | 20 | - | Status of the account (active, closed, etc.) |
| account_type | VARCHAR | 50 | - | Type of account (checking, savings, etc.) |
This data dictionary provides a comprehensive overview of all tables in the ERD, including field specifications and relationships. The mermaid diagram above visualizes these relationships in a more interactive format.
