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150.ORG: Detail By CNAC/ORG/FUND
Documentation :|: BEN Balances Report Documentation :|: Quick View

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The 150.ORG report provides monthly revenue and expense transaction detail of actual, budget, and encumbrance journal entries for all funds. It is designed to provide detail for the specified accounting period only.

Actuals include all journal entry transactions posted to the general ledger via the online screens, internal general ledger processes (e.g., mass allocations), feeder systems (e.g., Mail Services, service centers, ProCard, etc.), and the FinMIS Accounts Payable and Purchasing systems. Encumbrances include entries created from the Purchasing system and Salary Management as well as manual encumbrances created online. Accounts Payable invoice encumbrances are excluded from this report. Budget entries include those generated via Pillar at the beginning of the fiscal year as well as budget journals created online.

Wherever possible, information that identifies the transaction (e.g., batch name, journal entry description, transaction date, etc.) is included on the report. Sub-totals at the object code level enable verification from the detail report to the Current Month Actuals column on the summary report in the corresponding accounting period.

As noted above, this report will print revenue and expense transactions for all funds. This is true for all versions of the detail reports (15x.ORG and 240.SCH). Unlike the summaries, the detail reports have not been separated into year-to-date or project-to-date versions. This makes the detail report flexible, allowing one version to be used with both types of summaries. The rule of thumb is that as long as the page break on the detail version and the summary are the same, the detail can be used as a companion to the summary.

The 150.ORG Detail by CNAC/ORG/FUND can be run as a companion report to 100.ORG Summary by CNAC/ORG/FUND and 102.ORG Summary G&C/URF By CNAC/ORG/FUND.


Levels Of Detail:

Rather than providing a listing of every transaction against the account, the 150.ORG report is designed to provide useful levels of detail. This means that some transactions have been aggregated and a total is reported, while others are listed detail by detail. The following transactions have been summarized in some fashion:

  1. Accounts Payable Actuals:
    For invoice transactions that have been matched to a PO
    : Transactions are summarized by purchase order number, invoice number, transaction date, and batch name. This will provide the amount of the expense by PO, eliminating all of the detail distribution lines from the PO. This level of summarization ignores those portions of the account combination that are not part of the page break. In other words, all of the specified transactions with the same CNAC/ORG/FUND and object are summarized by purchase order number, invoice number, etc. The individual BC, Program, and CREF values on these transactions are "lost" during this summarization process and will not appear on the report.

    For invoice transactions that have not been matched to a PO (for some Marketplace or Non-Marketplace vendors, and C-forms)
    : Transactions are summarized by invoice number, transaction date, and batch name. This level of summarization ignores those portions of the account combination that are not part of the page break. In other words, all of the specified transactions with the same CNAC/ORG/FUND and object are summarized by invoice number, transaction date, etc. The individual BC, Program, and CREF values on these transactions are "lost" during this summarization process and will not appear on the report.

  2. Purchase Order encumbrances and encumbrance reversals:
    Transactions are summarized by PO number and batch name.

  3. Salary Management encumbrances:
    Transactions are summarized by object code within the reported combination. This will represent the monthly total for that object code. Summarization of these transactions results in the loss of the batch name on the report.

  4. Custom/mass allocation actuals transactions (EB mass allocation, grant & contract revenue, grant & contract OH): Transactions are summarized by object code within the reported combination. This will represent the monthly total for that object code. Summarization of these transactions results in the loss of the batch name on the report.


Report Break:

The report break determines the page break and the first level sort for this report.

Report 150.ORG breaks at the CNAC/ORG/FUND level. A new page will be created for each unique CNAC/ORG/FUND combination (i.e., a different value in one of the three segments). All CNAC/ORG/FUND combinations will be presented in ascending order, that is, from the lowest combination of values to the highest.


Sort Order:

The 150.ORG report uses four levels of sorting. The first level is the report break (CNAC/ORG/FUND). Within each unique CNAC/ORG/FUND, transactions are sorted by object code. Within each object code, transactions are sorted by type in the following order - actuals, encumbrances, and budget entries. Within each type, transactions are further sorted first by the remaining portions of the account combination (in this case, BC/PROG/CREF), if available, then by the batch name, source, category, transaction date, invoice number, vendor name and PO number.


Report Template:

No report template is used for this report. However, this report is designed to include only those object codes that are included on the 10x.ORG summary reports.


Parameters:

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. Accounting period is provided as a parameter when the report is requested.

  3. Format
    Indicates how the debits and credits are displayed on the report.

  4. CNAC/ORG/FUND
    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.


Report Columns: <

From left to right, the report columns provide the following information:

  1. ACCT: BC/PROG/CREF - Column #1
    Batch Name
    This column provides the object code followed by information about each transaction in two rows. The information displayed is different depending on the type of transaction as follows:
    1. First row:
      For non-AP actuals transactions
      , this row will display the remainder of the accounting flexfield (BC-PROG-CREF).
      For AP actuals transactions
      , this row will display either
      - for big 3 vendors: a label "I/P:" followed by the invoice description (which is actually the invoice number and PO#), or
      - for non-big 3 vendors: the Source Name ("Payables").
      For Purchasing encumbrance transactions
      , this row will display the Source Name ("Purchasing").
    1. Second row:
      The information in the second row will be the batch name associated with the transaction being reported. If the batch name could not be maintained because of the summarization process, the object code and object code description will be displayed instead of the batch name.
  2. Vendor Name / JE Line Description - Column #2:
    For purchasing and payables transactions, the vendor name is displayed. For all other transactions, this column contains the description from the journal entry line.

  3. SOURCE/Category - Column #3
    Invoice/PO#
    For purchasing and payables transactions, this column displays the invoice number and PO number. For all other transactions, this column displays the transaction source and category.

    The transaction SOURCE gives an indication of the origin of the journal entry. For example:

     

Source Origin

Manual

A journal entry created in the general ledger via the online journal entry screen.

PRL_Payroll

A payroll entry; generated from the payroll system

MassAllocation

A journal entry created in the general ledger via a mass allocation process. An example of a mass allocation is the journal entry created to charge employee benefits (EB).

Payables

An accounts payable transaction.

DAILY_Postage

An entry created by Mail Services for daily postage.

 

The transaction Category indicates how/why the journal entry was created. Used in conjunction with the source, this information tells the origin of the entry and how/why the entry was created. For example:

 

Source Origin Category How/Why

Manual

A journal entry created in the general ledger via the online journal entry screen.

01Intra Gds/Svcs

Created to charge/reallocate intra-departmental goods & services.

PRL_Payroll

A payroll entry; generated from the payroll system.

SAL_MGMT

Generated by the salary management system.

MassAllocation

A journal entry created in the general ledger via a mass allocation process. An example of a mass allocation is the journal entry created to charge employee benefits (EB).

Allocation

Created via a mass allocation process in the general ledger.

Payables

An accounts payable transaction.

Purchase Invoices

A transaction generated by accounts payable to pay an invoice.

DAILY_Postage

An entry created by Mail Services for daily postage.

Feeder

A transaction imported into the general ledger from an outside "feeder" system.

 

More information about journal entry SOURCE and Category will be available in the General Ledger Reference Manual.

  1. PD/HD - Column #4:
    For payables actuals transactions, this column displays the status of the invoice paid and hold indicators in two rows. If the first row (PD or paid indicator) is a 'Y', this means that a check has been issued to the vendor. If the second row (HD or Hold indicator) is a 'Y', this means that the invoice is on hold.

  2. TRANS Date - Column #5:
    This column displays the date the entry was created.

  3. Actual - Column #6:
    If the transaction was an actuals transaction, the amount is displayed in this column. This will either be the amount of the single transaction or the summarized amount from several transactions.

  4. Encumb - Column #7:
    If the transaction was an encumbrance transaction, the amount is displayed in this column. This will either be the amount of the single transaction or the summarized amount from several transactions.

  5. Budget - Column #8:
    If the transaction was a budget transaction, the amount is displayed in this column.


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 report.

  2. Report Break - Resolved Parameters
    The list provided here presents 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 security profile. All ORGanizations in the range that match your profile will be returned to you in the report.

    This is a good 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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