[ BEN Financials ]
150.ORG: Detail By CNAC/ORG/FUND
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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:
-
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 (big three 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.
-
Purchase Order encumbrances and encumbrance
reversals:
Transactions are summarized by PO number and batch
name.
-
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.
-
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:
- Report Break
Indicates the chart of accounts segments used to
create the report break. In this case, CNAC/ORG/FUND
is the break.
- Accounting Period
Indicates the accounting period. Accounting period is
provided as a parameter when the report is requested.
- Format
Indicates how the debits and credits are displayed on
the report.
- CNAC/ORG/FUND
Next to this label, the values of the CNAC/ORG/FUND
combination are displayed.
- 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:
- 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:
- 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").
- 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.
- 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.
- 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.
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.
TRANS Date - Column #5:
This column displays the date the entry was created.
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.
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.
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.
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.
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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