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[ BEN Financials ]

315.BUD: Posted Budget Journal With Exceptions Report
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Last Updated: 8/3/04

The 315.BUD report provides a list of budget transactions that were posted to a specified account or range of accounts over a specified period of time. The report only lists transactions with the source "Budget Journal". The report can be used to review all budget transactions or those budget transactions with exception conditions.

Please note that the special budget entries for grant awards (PBUD, PBIL, and PTCS) were posted as Budget Journals from July 1, 1996 through July 23, 2004. Entries posted starting on July 26, 2004, have a source of PennERA and therefore will no longer appear on the 315 report.


Sort Order:

The first level of sort is chronological by the posted date. The second is by concurrent manager ID number in ascending order. Within each batch, all budget journal line detail for the requested account or range of accounts is presented in ascending order by account number (full 26-digits).


Report Template:

No report template is used for this report.


Parameters:

The following parameters are provided for transaction selection on the 315.BUD report:

  1. Period Name LOW/HIGH
  2. Posted Start/End Date
  3. CNAC LOW/HIGH
  4. ORG LOW/HIGH
  5. FUND LOW/HIGH
  6. Report Selection

Period Name LOW/HIGH: (optional)
A single accounting period or a range of accounting periods can be specified. When a Period Name LOW is specified, the Period Name HIGH will initially default to the same value. This can be changed in order to create a range of periods for the report. If Period Name HIGH is blanked out, the system will automatically default to using the single period specified in the Period Name LOW. When Period Name LOW is left blank and the Period Name HIGH is specified, the system will ignore the accounting period parameter and default to the Posted Start/End Date parameters. The following table illustrates this:

Period Low

Period High

Results

completed

completed

select transactions posted between Period Low and Period High

completed

left blank

select transactions posted to Period Low only

left blank

completed

ignore Period Parameters and check Posted Date parameters

Posted Start/End Date: (optional)
A single day or date range can be specified. When a Posted Start Date value is specified, the Posted End Date will initially default to the same value as the Start Date. To create a range, the user must change the Posted End Date to a date value greater than the Posted Start Date. The following table illustrates this:

Posted Start Date

Posted End Date

Results

completed

completed

select transactions posted between Start Date and End Date

completed

left blank

select transactions where posted date is >= Start Date

left blank

completed

select transactions where posted date is <= End Date

When the Period Name LOW/HIGH and Posted Start/End Date parameters are both completed the report uses the 'And' condition. For example:

 

LOW

HIGH

Results

Period Name

JUL-97

JUL-97

select transactions posted to period JUL-97 with posted dates between 01-JUL-1997 and 31-JUL-1997

Posted Start Date

01-JUL-1997

31-JUL-1997

Note: The Period and Posting Date parameters can be used independently or in conjunction with each other to give maximum flexibility in the selection of transactions for the report. However, one or the other of these parameters should be completed. If they are both left blank, the system will default the Posted Start Date to the day before the report run date. The following message will be printed on the last page of the report **** Incomplete Date Parameters, Report Defaults To Posted Start Date DD-MMM-YYYY (DAY Before Report Date) ****.

Account Segments:
In addition to the date parameters, the following parameters are provided for account selection on the 315.BUD report:

  1. CNAC LOW/HIGH (required)
  2. ORG LOW/HIGH
  3. FUND LOW/HIGH

These parameters work just like they do for other FinMIS General Ledger Reports (see Section 6, Report Parameters).

When choosing account segment parameters, the user should consider the following:

  1. Unless the user is interested in the entire School/Center they should, at a minimum, always include an ORG or FUND with the CNAC.

Report Selection: (required)

  1. All budget journal entries
  2. Budget journal entry exceptions

The default selection of '1' will display all budget journal batches where a journal entry line within the batch meets the account segment selection parameters. Report selection '2' will only display those budget journal batches that meet the account selection parameters and meet one or more of the exception conditions.


Report Columns:

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

Budget Journal Batch Information

  1. Posted Date
    This column displays the date the journal activity was posted.

  2. CONC ID
    A unique concurrent manager ID is assigned by the system for each budget journal batch created. For budget journals the system inserts the CONC ID into the budget journal batch header name. This allows a user the ability to query any budget journal batch simply by entering the CONC ID in between percent (%) signs (i.e., %299713%)

Budget Journal Entry Information

  1. CAT

    This column displays the first two characters of the journal category. Valid categories for a budget journal are as follows:

    20 Budget New Account
    21 Budget Increase
    22 Budget Reallocation
    23 Budget Decrease

Budget Journal Line Detail

  1. Period Name
    This column displays the accounting period in which the journal activity was assigned.

  2. ORG Description
    This column displays the organization description for the detail journal line.

  3. Account
    This column displays the journal line seven segment account number.

  4. Journal Entry Description
    This column displays the journal line description.

  5. Debit
    This column displays journal line debits.

  6. Credit
    This column displays journal line credits.

Exception Flags

  1. UNRESTR
    This column will display a flag for the journal line, when the fund is unrestricted and the journal category is other than a budget reallocation.

    Batch Condition Journal Line Condition Flag

    Not equal to journal category '22' - Budget Reallocation

    Accounting flexfield fund segment does not begin with '4' - Endowment; '5' - Grants and Contracts; or '6' - Gifts

    U

  2. AMT Avail
    This column will display a flag for the journal line, when the budget at the Fund level is overbudgeted.
    Journal Line Condition Flag

    Based on the journal line accounting flexfield the budgeted amount at the Fund level exceeds the budgetable amount available.

    Endowment Funds (400000 - 489999)

    Overbudgeted condition is determined using the same calculation used for the 302.BUD report. If the "Available to be Budgeted/ (Overbudgeted)" amount at the FUND level is less than 0, an Overbudgeted condition exists.

    Operating Gift Funds (600000 - 649999)

    Overbudgeted condition is determined using the same calculation used for the 300.BUD report. If the "Available to be Budgeted/ (Overbudgeted)" amount at the FUND level is less than 0, an Overbudgeted condition exists.

    Grant and Contract Funds (500000 - 599999)

    Overbudgeted condition is determined using the same calculation used for the 301.BUD report. If the "Amount Available to be Budgeted" amount at the FUND level is less than 0, an Overbudgeted condition exists.

    A

  3. Category
    This column will display a flag for a journal line, depending on the journal category and batch/journal line condition. These journal entries contain batch or line conditions that contradict the journal category.
    Budget Category Batch/Journal Line Condition Flag

    20: Budget New Accounts

    (Journal line object segment is equal to '1900...1989', '4402', '4792' '5282', 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD', 'PIND' OR journal line object segment is a child of 'TEXP') And journal line amount is a credit.

    I

    (Journal line object segment is not equal '1900...1989', '4402', '4792' '5282', 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD', 'PIND' And journal line object segment is not a child of 'TEXP') And the journal line amount is a debit.

    I

    21: Budget Increase

    (Journal line object segment is equal to '1900...1989', '4402', '4792' '5282', 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD', 'PIND' OR journal line object segment is a child of 'TEXP') And journal line amount is a credit

    I

    (Journal line object segment is not equal to '1900...1989', '4402', '4792' '5282', 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD', 'PIND' And journal line object segment is not a child of 'TEXP') And the journal line amount is a debit.

    I

    22: Budget Reallocation

    Batch total does not equal zero. Each journal line within the batch is flagged.

    R

    23: Budget Decrease

    (Journal line object segment is equal to '1900...1989', '4402', '4792' '5282', 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD', 'PIND' OR journal line object segment is a child of 'TEXP') And journal line amount is a debit.

    D

    (Journal line object segment is not equal to '1900...1989', '4402', '4792' '5282', 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD', 'PIND' And journal line object segment is not a child of 'TEXP') And the journal line amount is a credit.

    D

  4. NON TEXP
    This column will display a flag for a journal line, when for specified funds the journal line is not part of 'TEXP'.

    Journal Line Condition Flag

    Accounting flexfield where the funds segment begins with '0' (except '000010'), '3' or '9' and where the object segment is not a child of object parent 'TEXP'.

    T

  5. OTH CAT
    This column will display a flag for each journal line within a batch, when the journal category (CAT) is invalid for budgeting.

    Batch Condition Flag

    Journal category is not equal to 20, 21, 22 or 23.

    O

  6. Period
    This column will display a flag for each journal line within a batch, when the journal posted date and period name do not match.

    Batch Condition Flag

    Posted date is not within the accounting period (e.g., batch posted on 07/22/97 with a period name 'JUN-97'). Ignore flag if fund starts with '5' and period name is greater than the derived posted period. The derived posted period represents the posted date converted to a period.

    P

  7. Transfer
    This column will display a flag for each journal line within a batch, when certain accounting flexfield segments within the batch are different. All journal lines within a batch are reviewed as a whole in determining whether one of the following conditions exist.

    Journal Line Condition Flag

    Journal lines within the batch have different Schools/Centers. Ignore flag if journal line object segment is equal to 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD' or 'PIND' .

    C

    Journal lines within the batch have different Funds. Ignore flag if journal line object segment is equal to 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD' or 'PIND' .

    F

    Journal lines within the batch have both different Schools/Centers and different Funds. Ignore flag if journal line object segment is equal to 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD' or 'PIND' .

    B

    When one of the above conditions exist, the same flag is assigned to each journal line within the batch.

  8. BUD Name
    This column will display a flag for each journal entry within a batch, when the budget name is not an operating or special budget journal.

    Journal Entry Condition Flag

    Budget name is not equal to 'Operating'. Ignore flag if budget name is equal to 'Special' and the journal line object segment is equal to 'CPTA', 'FSRD', 'FSRI', 'PBIL', 'PBUD' or 'PIND'.

    N

  9. Object
    This column will display a flag for a journal line, when the journal line contains an invalid budget object.

    Journal Line Condition Flag

    Accounting flexfield object segment is equal to 4100, 4104, 4181, 4194, 4830...4939, 5800...5899, 9400...9599 or 9900...9999.

    X

  10. Serv CTR
    This column will display a flag for a journal line, when the journal line contains invalid ORG/FUND combinations for service center activity.

    Journal Line Condition Flag

    Service center ORG used with any fund except FUND '000011' or Service center FUND '000011' used with non-service center ORG.

    S

  11. MINUS
    This column will display a flag for a journal line, when the journal line amount (debit or credit) is a negative number.
    Journal Line Condition Flag

    Debit or credit is a negative amount.

    M

  12. Created By
    This column will display the user name of the individual who created the journal entry.


Last Page Of The Report:

  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.

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