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8. Report Extracts
Documentation :|: BEN Balances Report Documentation

8.0 General Information

Within the General Ledger, several options are provided for producing detailed extracts of data which can be downloaded to workstation-based software programs. Within BEN Financials, the extracts are requested like a "report" - they appear on a standard pick list of report options and are submitted as if they were a regular report. There are a few slight differences - notably, some of the extracts must be run as "report sets" rather than as a regular report.

The extract file produced is a standard ASCII, comma delimited file format with each data field surrounded by quotes. The quotes and comma delimiter are the default options; however, the user has the option to change this via the parameters provided for the report. Once the report request successfully completes, the extract file is automatically placed on the Secure Share File Exchange Service, where it is available to download to the user’s workstation. The file name will be the name provided in the parameter at the time the extract was submitted.

The following extracts are available:

Extract Name Description Run as
155.ORG: Detail Extract Provides basically the same information as the 15x.ORG detail reports except that detailed transactions are NOT summarized on the extract the way they are on the report. Report
160.ORG: Account Analysis with Payables Detail Provides the same information as the 160.ORG report Report Set
500.Matching Holds Extract Summarizes multiple Invoice Holds Report


8.1 Procedures For Running Extracts

  1. Navigate to the Run Reports screen. [Reporting>Run Report]
  2. In the Type column, specify either Set or Report depending on which extract you want (see table above).
  3. For those extracts that run as reports, complete the parameters screen and click on the 'Submit' button to submit the extract. For more information on the special extract parameters, see section 8.2 below. For the extracts that run as reports, no output report is produced so it is not necessary to complete the print options parameters.
  4. For those extracts that run as Sets, follow these instructions:

    1. After specifying Set as the Type, tab to the name column and click on the list of values (LOV) to get a list of the sets available to you. The 160.ORG should be listed here. Pick the one you want and click on the 'OK' button.
    2. The system will display a screen that lists the reports that are part of the set you selected. For the extracts, the system will display two "reports" that are part of the set. The first of these is the actual report and the second is the extract process. You must run the set to create the extract file. You cannot run the report and then run a separate extract process.
    3. For the 160.ORG extract, the system lists two lines:

      • E.160.ORG: Account Analysis with Payables Detail
      • Extract

      Position the cursor on the first line (not the line that says "Extract") and tab to the parameters column.

    4. The system will display the parameters required for the extract. Complete the parameters (parameters for the extracts are described in the sections below) and tab to the print options column.
    5. Complete the print options desired. The 160.ORG extract provides an option to print a report as well as produce an extract file. If no report is desired, specify No in the print options column; otherwise, specify Yes and indicate the printer destination.
    6. Click on the 'OK' button to submit the report set request.
    7. When a report set executes, it will have a "waiting" status. This is because a report set waits for all of its members to finish before it can finish. Each part of the extract process executes serially. Once the report set executes, it submits the extract report and the extract process. These processes would go to the end of the queue (unfortunately, losing their place in line -- this is a feature of the system relative to report sets in general and not a problem with the extract process) and wait for their turn to execute. Thus, each report set will eventually generate three concurrent manager requests:

      • a request for the set itself; when this executes, it generates the other two requests:
      • a request for the report
      • a request for the extract. The extract must wait for the report to complete before it can execute. When the extract is complete, the status of the original report set request changes to "complete."


    8.2 Extract Parameters

    Whether run as a "report" or a "report set", the extracts require two kinds of parameters: Selection parameters and Extract parameters. Selection parameters are used to determine what data should be selected for extraction; the Extract parameters are used to guide the creation of the file. The Extract parameters are common to all of the BEN Financials General Ledger extract processes.

    Selection Selection parameters: These parameters are used to drive the selection criteria for the data to be extracted. These parameters are described in either Section 6, Report Parameters or in the specific documentation provided for the report/extract.

    Extract parameters: These parameters are used to determine things like what the delimiter should be and what file name should be used. The following table describes these special parameters.

    Parameter Description Required/Optional
    Delimiter This is the character that is to be used to separate each field of data on the extract file. Any printable ASCII character is acceptable. The default is to use the comma (,) as a delimiter.

    Note: to specify a tab as the delimiter, use the letter T (either uppercase or lowercase) in this parameter.

    Required
    Surround Data With Quotes? ‘Y’: each field of data should be surrounded with double quotes

    ‘N’ : each field of data should NOT be surrounded by double quotes; only the specified delimiter will mark the beginning and end of each data field.

    ‘Y’ is the default value.

    Note: the extract process always strips outs any single quotes imbedded in text prior to extracting the data. The single quote is replaced with a space.

    Required
    File name This is the name of the file that will be created from this process. The file name is case sensitive and can be up to 30 characters long.

    Special Tips:

    a. Do NOT use spaces in the file name.

    b. Do NOT use any special characters in the file name other than dash (-), underbar (_) or period (.).

    c. Remember that many workstation operating systems support only an 8 character file name with a three character extension. So, it’s a good idea to make the first 8 characters of your file name distinct and unique.

    Required


    8.3 File Transfer

    Once the report successfully completes, an *email will be sent to the user notifying them that the file is ready for retrieval and the file will be placed in the Secure Share File Exchange Service, where it will be available to download to the user’s workstation. The file name will be the name provided in the parameter at the time the extract was submitted.

    *Note: An email will be generated only if you have an accurate email address in Penn’s online directory. Otherwise, if you do not have a valid email address, in the Penn online directory, no email notification will be sent, but your file will be available on Secure Share once the report extract completes. To verify or update your record in the Penn online directory, go to www.upenn.edu/directories. You must enter your PennKey and password to access your record.

    1. Navigate to Secure Share at: https://medley.isc-seo.upenn.edu/secureShare/jsp/fast.do
    2. Enter your Pennkey and Password to login
    3. Click on the 'Receive Documents' link
    4. You will see the notification of the extract(s) under 'Subject'
    5. Click on the extract link – this will open up the notification with the extract document in it
    6. Click on the link with the extract name and save the document

    Please note the following regarding the Secure Share file retrieval:

    • Secure Share is available to all Penn faculty and staff with a valid PennKey and PennKey Password at: https://medley.isc-seo.upenn.edu/secureShare/jsp/fast.do
    • Uploaded files will remain available for 30 days
    • Once a file has been downloaded by a recipient, it is only available on Secure Share to that recipient for the remainder of that day.
    • Once a file has been downloaded by all recipients, it will be deleted from Secure Share
    • Recipients should contact the sender directly if they have problems retrieving a file

    For more information regarding Secure Share, visit: http://www.upenn.edu/computing/security/secure-share/

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