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155.ORG: Detail Extract
Documentation :|: BEN Balances Report Documentation :|: Quick View

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This process will create either a detailed extract of all transactions which have been posted to an account for a specified accounting period, or a summarized extract mirroring the level of detail found in the 150.ORG report (see extract parameters). This process is also designed to be consistent with the 15x.ORG reports. That is, for any given accounting period, the extract file of transactions produced from this process can be matched to the corresponding detail of transactions reported on the 15x.ORG report for the same accounting period. With regards to the summarized version, this means that some transactions, similar to the 150.ORG report, have been aggregated and a total is reported, while others are listed detail by detail. The following transactions have been summarized in some fashion:

a. 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 code, 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 which are not part of the page break. In other words, all of the specified transactions with the same CNAC/ORG/FUND and object code are summarized by invoice number, transaction date, etc. The individual BC, Program, and CREF values on these transactions are "lost" during the summarization process and will not appear on the report.

b. Purchase Order Encumbrances and Encumbrance Reversals: Transactions are summarized by PO number and batch name.

c. Salary Management Encumbrances: Transactions are summarized by object code within the reported combination. This represents the monthly total for that object code. The summarization of these transactions results in the loss of the batch name on the report.

d. 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 represents the monthly total for that object code. The summarization of these transactions results in the loss of the batch name on the report.

The extract process is consistent with the 15x.ORG reports in that it selects only those object codes that would be included on those reports (revenue and expense plus those few asset/liability objects that are viewed like revenue or expense, like capital equipment, for example). It is different from the 15x.ORG reports in the following ways (see extract parameters):

a. Transactions ARE NOT summarized in any way, and
b. Payables invoice encumbrance transactions ARE NOT excluded.

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 defaults. However, the user has the option to change this via the parameters provided for the report.

The extract is submitted as a report (not a report set) from the "Run Reports" screen in the BEN Financials General Ledger. Once the request successfully completes, the file will be automatically placed in the user's home directory on the BEN Financials FTP server, where it is available to download to the user's workstation. The file name will be the name, provided by the user, in the parameter at the time the extract was submitted.

Sort Order:

The extract file is not sorted in any particular order. Since this is a "generic" extract designed to serve multiple purposes, each user can choose how best to sort the data once it has been transferred to a local workstation.

Parameters:

There are two types of parameters required for the extract process:
Account Selection parameter and Extract parameter.

Account Selection parameter: This parameter is used to drive the selection criteria for the transactions to be extracted. This is the exact same parameter that is used in the 150.ORG detail report, namely ACCOUNTING PERIOD, ORG low/high, RESP ORG Connector, RESP ORG low/high, and FUND low/high. For additional information about these parameters, please refer to Section 6, REPORT PARAMETERS at http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/guide8.shtml

Extract parameter: This parameter is used to determine things like, what the delimiter should be and what file name should be used. There is also an option to request either, a summarized or detailed version of the extract. By typing "Y" in the summary parameter, a summary extract mirroring the results of the 150.ORG will be produced. Otherwise, the summary parameter defaults to "N" which instead, will produce the expected detailed extract. For additional information about these parameters, please refer to Section 8, REPORT EXTRACTS at http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/guide8.shtml

File Layout:

The following information is provided for each transaction on the extract file. Each field on the extract can be surrounded by double quotes, if specified by the user, and separated by a delimiter of the user's choosing (default is comma delimited).

Field Position # Description Maximum Length
1 Accounting Period in format 'MMM-YY' 6
2 Balance Type; will contain the literals 'ACTUAL','ENCUMBRANCE', or 'BUDGET' 11
3 Object Type; will contain the literals 'REVENUE' or 'EXPENSE' 7
4 Account CNAC value 3
5 Account ORG value 4
6 Account BC value 1
7 Account FUND value 6
8 Account OBJECT value 4
9 Account PROGRAM value 4
10 Account CREF value 4
11 Concatenated description of the seven account segments. Each description is separated by a slash (/) characters. 240
12 Journal Source Name 25
13 Vendor Name / Journal Line Description. For purchasing and payables transactions, this will be the Vendor Name; for all other transactions, this will be the description from the journal entry line 240
14 Transaction Date in format 'ccyy-mm-dd'. The transaction date is taken from the Create Date on the journal line. If the create date does not contain a value, then the effective date is used. 10
15 Amount (signed numeric) 20
16 PO Number; populated for Purchasing and Payables transactions only; for all other transactions, this will be blank. 240
17 Invoice Number; populated for Payables ACTUALS transactions only; for all other transactions, this will be blank 240
18 Invoice Description; populated for Payables ACTUALS transactions for Big 3 Vendors only; for all other transactions, this will be blank. The invoice description for Big 3 Vendors contains the invoice number and the PO number. 240
19 Paid Indicator (Y/N); populated for Payables ACTUALS transactions only; for all other transactions, this will be blank 1
20 Hold Indicator (Y/N); populated for Payables ACTUALS transactions only; for all other transactions, this will be blank 1
21 Journal Batch Name 240
22 Journal Category 25

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/

For more information, please refer to Section 8, REPORT EXTRACTS at http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/guide8.shtml

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