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507.GA: Posted Journal Activity Report
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Last Updated: 10/06/97

The 507.GA report provides a list of transactions that were posted against a specified account or range of accounts over a specified period of time. The report lists "actual" transactions only; budget transactions and encumbrance transactions are excluded from this report. The report can be used to review and monitor activity against an account or group of accounts over a period of time.

Unlike other BEN Financials General Ledger reports, the 507.GA report is "unsecured". This means that a user can list transactions for any account regardless of the ORGs in that user's security profile.


Report Break/ Sort Order:

The report's first level of sort is by period name (accounting period). Where multiple accounting periods are selected, these periods are sorted in chronological order with a page break after each period. Within each accounting period, the report is then sorted by batch name. Within each batch, all journal line detail for the requested account or range of accounts is presented in ascending order by account number (full 26-digits). If the same account is on multiple journal lines within a batch, the line numbers will be presented in ascending order.

Subtotals of the journal line detail are provided for each batch name.


Report Template:

No report template is used for this report.


Parameters:

The following parameters are provided for transaction selection on the 507.GA report:

  1. Period Name LOW/HIGH
  2. Posted Start Date/Posted End Date
  3. SOURCE
  4. CNAC
  5. ORG
  6. BC
  7. FUND
  8. OBJ
  9. PROG
  10. CREF

Period Name LOW/HIGH: (optional)
Either 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 a Period Name HIGH is specified, but Period Name LOW is left blank, the system will ignore the accounting period parameter and use only 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 defined allowing the user to generate a report for journal activity that was posted either on a specific day or over a range of days. 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

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 must be completed - they cannot both be left blank or the report will produce no data. If they are both left blank, the following message will be printed on the report "Incomplete Date Parameters, At Least One Of The Date Parameter Sets (Period Name LOW/HIGH OR Posted START/End Date) Must Be Defined".

SOURCE: (optional)
The user can specify the journal source (e.g., Manual, Payables, etc.). The source parameter will default to "Manual". A quick pick list of valid sources is available. If the source field is left blank the report defaults to all sources (but only those sources applicable to "actual" transactions; sources applicable to budget or encumbrance transactions are ignored).

Account Segments:
In order to provide account selection flexibility, a wildcard ('%') is available for all seven account segment parameters. The % wildcard is used when creating queries for zero or more characters.

Examples:
ORG parameter '07%6' will return all ORGs that start with '07' and end with '6'. FUND parameter '6%' will return all funds that start with a '6'.

All seven account segment parameters are available for account selection:

  1. CNAC (School/Center Net Asset Class) - Required.
  2. ORG (Organization)
  3. BC (Budget Control)
  4. FUND
  5. OBJ (Object Code)
  6. PROG (Program)
  7. CREF (Center Reference)

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

  1. Pick lists are not available for the account segment parameters.
  2. Parent values cannot be used for any of the account segment parameters.
  3. The 507.GA report is unsecured. Therefore, if the user is not specific in the parameter selection, they could generate a great deal of unnecessary paper. Unless the user is interested in the entire School/Center they should, at a minimum, always include an ORG or FUND with the CNAC.
  4. Only batches and journal lines that match the parameter selection are presented on the report. For example, if the user specifies all seven account segments, only those batches that contain journal lines that match the specified seven account segments will be displayed. Further, within each batch displayed, only those journal lines that match the specified seven account segments parameters will be displayed.


Page Heading:

  1. Period Name:
    Each page of the report will include the respective period name.


Section Header:

  1. Batch Name:
    Each batch selected is listed separately with the batch name as a section header.


Report Columns:

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

  1. Account
    This column provides the seven segment account number that the journal activity was posted to.

  2. SOURCE
    This column displays the source of the journal batch.

  3. Posted DT
    This column displays the date the journal activity was posted.

  4. Category
    This column displays the journal category.

  5. Line
    This column displays the detail journal line number.

  6. Line Description
    This column displays the detail journal line description.

  7. Debit
    This column displays detail journal line debits.

  8. Credit
    This column displays detail journal line credits.


Last Page Of The Report:

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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