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[ BEN Financials ]

160.ORG: Account Analysis With Payables Detail
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 09/24/14

The 160.ORG report provides monthly transaction detail of journal entry actuals (not encumbrance or budget entries) for an account combination or range of account combinations. The design enables reporting on all three net asset classes (NAC 0, 1, and 2) as well as the complete chart of accounts: assets, liabilities, fund balance, revenue, and expenses.

The report includes a beginning balance, ending balance, total debits, and total credits are included, providing a grand total at the end of each report. The beginning balance reflects the balance for all reported account combinations as of the beginning of the specified accounting period. The ending balance reflects the balance for all reported account combinations up to and including the requested accounting period. The net of the total debits and total credits reflects the total activity during the specified accounting period. Note that these totals are report grand totals. This means that the totals will reflect the sum of all account combinations reported.

There are two different versions of the Account Analysis report. The report version is specified as a parameter when the report is requested.

  1. Account Analysis with Payables Detail
    This report includes batch name, journal entry name, account combination, journal entry line description, vendor name, invoice number, and journal entry line debits/credits. One row on the report is required to print each transaction.
  2. Account Analysis with Payables and Purchasing Detail
    Along with the information printed on Version #1 (described above), the purchase order number is added to the detail. Two rows on the report are required to print each transaction.

The 160.ORG report can also be used to produce an extract file that matches the information on the report. For more information on this extract, see the Extract section at the end of this document.

Sort Order:

Transactions are first sorted in ascending order by account combination. The second sort is by batch name.

Report Template:

Parameters:

In addition to the Accounting Period (Period Name) parameter, the following parameters are provided for this report. All parameters are required.

  1. Show PO Detail Flag: Y(Yes)/N(No); default is 'N'
    N: Enter 'N' (no) to request Report Version #1: Account Analysis with Payables Detail.
    Y: Enter 'Y' (yes) to request Report Version #2: Account Analysis with Payables and Purchasing Detail.
  2. Penn Account From: (low value for range)
    Penn Account To: (high value for range)
    Enter a Low/High value for each of the seven segments of the Penn Chart of Accounts. A single value or a range of values may be entered for each segment. This report allows a full range of Net Asset Classes to be reported. To report on all net asset classes within a school or center, enter "xx0" (where xx is the school or center number) as the low value and "xx2" as the high value.
  3. Currency:
    Enter USD to report on normal actual balances.
    Enter STAT to report on statistical rate objects, such as the rates for investment income or overhead calculations.

Report Heading:

The report headings are the same for both versions of the report.

  1. Penn Account From:
    The beginning Penn Account Combination entered as a parameter.
    The values displayed here are the values entered in the "Penn Account From" (low value) parameters.
  2. Penn Account To:
    The ending Penn Account Combination entered as a parameter.
    The values displayed here are the values entered in the "Penn Account To" (high value) parameters.
  3. Accounting Period:
    The accounting period specified as a parameter.

Report Columns:

Version #1 - Account Analysis with Payables Detail:
  1. Batch Name: The batch name associated with the journal entry line.
  2. JE Entry Name: The journal entry name for each journal entry line.
  3. Penn Account Combination: The 26-digit Penn Account Combination associated with the journal entry debit/credit.
  4. Line Description: This column contains the description from the journal entry line.
  5. Vendor Name: This column will contain a vendor name for accounts payable journal entries. For all non-accounts payable journal entries, the vendor name will be blank.
  6. Invoice Number: This column will contain the invoice number for accounts payable journal entries. For all non-accounts payable journal entries, the invoice number will be blank.
  7. Debits: The debit amount of the journal entry line.
  8. Credits: The credit amount of the journal entry line.
  9. Begin Balance: The beginning balance reflects the total balance of all of the reported Penn Account Combinations as of the beginning of the specified accounting period. Activity during the specified accounting period is not included in this beginning balance amount. Activity during the specified accounting period is represented by the net of the total debits and total credits reported.
  10. Ending Balance: The ending balance reflects the balance for all of the reported Penn Account Combinations as of the end of the specified accounting period. Activity during the specified accounting period is represented by the net of the total debits and total credits reported.

Report Columns:

Version #2 - Account Analysis with Payables and Purchasing Detail:
This version of the report contains the same columns as Version #1 plus a column for the Purchase Order Number. The PO Number column is inserted after the Invoice Number column and before the Debit column.

  1. PO Number: The PO Number column will contain a purchase order number for accounts payable journal entries. Only accounts payable entries that result from an invoice that has been matched to a purchase order will have a value in this column. Journal entries that are the result of a straight invoice (e.g., C-Form) or an invoice that has not been matched to a purchase order (e.g., the EDI vendors) will not include a purchase order number.

Last Page Of The Report:

On the last page of every report two pieces of important information are provided: Report Parameters and ORG Security Restrictions.

  1. Report Parameters
    The parameters used to request the report are printed on the last page as confirmation of what was requested. If the Penn 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. ORG Security Restrictions
    The list of ORG Low and High values that matched the users security profile will be provided. When the report is submitted, ORGanization parameters that were provided are compared with 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.

Extract Option:

When run as a "Report", the 160.ORG produces a regular report as described in the preceding sections. When run as a "Report Set", the 160.ORG will produce both a report and an extract file. 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.

Once the Report Set request successfully completes, the file will automatically be 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 in the parameter at the time the extract was submitted.

Parameters:

There are two types of parameters required for the extract process: Account Selection parameters and Extract parameters. The Account Selection parameters are used to determine what transactions 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.

Account Selection parameters: These parameters are used to drive the selection criteria for the transactions to be extracted. These parameters are exactly the same as the parameters used on the 160.ORG report as described earlier in this section.

Extract parameters: These parameters are used to determine things like what the delimiter should be and what file name should be used. For additional information about these parameters, refer to Section 8, BEN Financials Report Extra CTS.

Extract File Layout:
The layout of the extract file will be slightly different depending on which version of the report is selected.

Layout for Version 1:
Account Analysis with Payables Detail (PO Detail Flag = 'N')

Field Position # Description Maximum Length
1 Accounting Period in format 'MMM-YY' 6
2 Batch name 200
3 Header name 200
4 Account Flexfield value 26
5 Line description 480
6 Vendor name 480
7 Invoice number 100
8 Debit amount (signed numeric) 38
9 Credit amount (signed numeric) 38

Layout for Version 2:
Account Analysis with Payables and Purchasing Detail (PO Detail Flag = 'Y')

Field Position # Description Maximum Length
1 Accounting Period in format 'MMM-YY' 6
2 Batch name 200
3 Header name 200
4 Account Flexfield value 26
5 Line description 480
6 Vendor name 480
7 Invoice number 100
8 PO number; concatenated with an asterisk if there is more than one PO number for the invoice. 20
9 Debit amount (signed numeric) 38
10 Credit amount (signed numeric) 38

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, refer to Section 8, BEN Financials Report Extracts at http://www.finance.upenn.eduben/benfin/documentation/reportdoc/guide8.shtml.

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