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Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 09/07/01

Report Description:

This report provides a summary of grant/contract project activity as of a specified accounting period. The display format for this report was designed specifically for a Principal Investigator rather than for a departmental business administrator. It was designed to provide the PI with a current status of a particular grant fund. The report provides project-to-date information on budgets, encumbrances, and BBA as well as current month activity for actuals. For this report, information is provided for expense only; no revenue balances are displayed.

Please note that this report can not be used to report on any other funds except grants & contracts. In addition, the 130.ORG report can only be used to report on "active" grants/contracts. In this context, an "active" grant/contract is defined as one which meets the common criteria specified in Section 1.4, Active vs Expired Accounts. If the grant is considered "inactive" by that common definition, it will not be included on the output for the report.

The report uses a matrix format. The balances are used to create the columns and are read from left to right. The rows represent the object code, or group of object codes, associated with the balances. The sort order is controlled by a combination of page breaks and report templates. Specific information regarding page-breaks, sort order and templates for this report is described below.

The companion detail report to 130.ORG is 150.ORG: Detail By CNAC/ORG/FUND.

Report Break:

The report break determines the page-break, the first level of sort order, and the level of aggregation for the report.

In Report 130.ORG, information is summarized and the report has page breaks at the CNAC/ORG/FUND level. This means that, within a given CNAC/ORG/FUND, expense activity is summarized across all programs and C-refs for that same CNAC/ORG/FUND combination and each unique CNAC/ORG/FUND combination will result in a new page. All page-break combinations will be presented in ascending order (that is, the lowest combination of values to the highest).

Assume reporting on all funds for two ORGs (0102 and 0103) within CNAC 020. Within CNAC/ORG 020/0102, funds will be listed in ascending order; a page break will occur every time the fund changes. Another page break will occur when the ORG changes from 0102 to 0103. The funds will start over and be displayed in ascending order.

Combination Explanation
020/0102/521234 first page

    project activity summarized across all programs and c-refs for ORG 0102 and FUND 521234
020/0102/ 521245 page break, new fund, same CNAC/ORG
    project activity summarized across all programs and c-refs for ORG 0102 and FUND 521245
020/ 0103/520005 page break, new ORG, new fund
    project activity summarized across all programs and c-refs for ORG 0103 and FUND 520005
020/0103/ 521890 page break, new fund, same CNAC/ORG
    project activity summarized across all programs and c-refs for ORG 0103 and FUND 521890.

Sort Order:

As mentioned above, the first level of the sort order is determined by the page-break. In this case, the first level of sorting is at the CNAC/ORG/FUND level. The second level sort, how the object codes are ordered, is determined by the Report Template. In addition, the template determines the sub-totals on the report. The template used by this report is described below.

Report Template:

Report templates are used to create the rows on the report. The template determines the order of the rows (e.g., academic salaries followed by administrative salaries), the group of object codes to be included in each labeled row (e.g., the row labeled "Travel: Domestic" includes object codes 5200, 5201, 5204, and 5206), and the level of sub-totaling.

The following is an example taken from Template #3 to demonstrate its use:

Object Category (report row label) Object Code Range

Total Academic Salaries 501x-505x
Total Administrative Salaries 510x-518x
Employee Benefits: Full Time 5190
Employee Benefits: Part Time 5191
Employee Benefits: HUP 5192
Total Compensation Sum of the above.

The 130.ORG report uses Template #3. In this report, balances for all of the object codes within a given labeled row are summed and the sum is printed for that row; balances are not displayed for each of the individual object codes included in the row. If the balance for a particular row is zero, that row will be suppressed and will not appear on the report. For a complete breakdown of Template #3, see the Template section of this document.


For guidelines on how to use report parameters, please refer to section 6. Report Parameters.

Report Heading:

The report heading includes the following information:

  1. Report Break
    Indicates the chart of accounts segments used to create the report break. In this case CNAC/ORG/FUND is the break.

  2. Accounting Period
    Indicates the accounting period for which information is being reported. Accounting period is specified as a parameter when the report is requested.

  3. Format Dr (Cr)
    Indicates how the debits and credits are displayed on the report.

    Next to this label, the values of the CNAC/ORG/FUND combination are displayed.

  5. Description
    The alphabetic descriptions associated with the CNAC/ORG/FUND values are provided.

  6. Primary PI
    The name of the primary principal investigator associated with this fund.

  7. Account Start
    The initial start date of the grant/contract will be displayed.

  8. Freeze Status: Displays the Freeze Status of the fund as of the date and time the report was executed.

      Not Frozen NONE of the transaction sources are currently frozen for this grant.
      Partially Frozen At least one, but not all of the transaction sources are currently frozen for this grant
      Fully Frozen All of the transactions sources are currently frozen for this grant.
      Fund Disabled The fund is disabled; its freeze status is irrelevant.

  9. Sponsor
    The Code and Name of the Sponsor funding the award will be displayed.

  10. Current Budget End
    The date displayed here represents the end date on the current contract for this grant.

  11. Anticipated Account End Date
    The anticipated end date for this project will be displayed.

Report Columns

From left to right, the report columns will provide the following balances:

  1. Total Project Budget: The balance in this column is the total project-to-date budget from the beginning of the grant up to and including the specified accounting period.

  2. Total Project Actuals As Of Last Month: The balance in this column reflects the project-to-date actuals as of the end of the previous month. The balance listed here should match the amount shown in the Total Project Actuals column from this same report run for the previous month.

  3. Current Month Actuals: the balance in this column will contain the net activity for the specified accounting period.

  4. Total Project Actuals: The balance in this column will contain the total project-to-date actuals from the beginning of the grant up to and including activity in the specified accounting period. The balance in this column should equal column 2 (Total Project Actuals As Of Last Month )+ column 3 (Current Month Actuals).

  5. Total Project Outstanding Encumbrances: The balance in this column represents all outstanding encumbrances including encumbrances from the specified accounting period.

  6. Total Project Budget Balance Avail(Deficit): This is a calculated column. It represents the amount of operating budget dollars that have not been spent nor encumbered. A positive amount here indicates dollars available, while a negative amount indicates a budget overdraft. The column is calculated as follows:
    Total Project Budget - (Total Project Actuals + Encumbrance)

Last Page Of The Report

On the last page of every report two pieces of important information are provided: Report Parameters and Report Break - Resolved Parameters.

  1. Report Parameters
    The parameters used to request the report are printed on the last page as confirmation of what was requested. If the account combinations returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the request.

  2. Report Break - Resolved Parameters
    The list provided here represents the list of values within the range you provided as Report Parameters that passed security verification. When a report is submitted, ORGanization parameters that were provided are compared against your BEN Financials security profile. All ORGanizations in the range that match your profile will be returned to you in the report.

    This is a good second place to look if you did not get the results you expected. Compare the list of ORGanizations in this list against the parameter range you provided. If an ORGanization is missing, chances are it does not exist in your security profile.

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