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508.GA: Unposted Journal Batch Report
Documentation :|: BEN Balances Report Documentation :|: Quick View

* Return to Quick View List

Last Updated: 10/06/97

The 508.GA report allows the user to review certain types of journal batches (Manual, Budget Journal and Encumbrance) that have passed through the nightly posting process but remain unposted. By specifying a source and one or all of the seven account segments, the user can receive a hard copy printout of the unposted journal batches that impact their accounts.

This report is designed to identify journal batches that have not posted after passing through the nightly posting process. Batches created during the same day in which the report is run are not included. The system will only select unposted batches that were created before the run date of the report.

Unlike other BEN Financials General Ledger reports, the 508.GA report is "unsecured". This means that a user can list unposted journal activity 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 batch name in alphabetical order. Within each batch, each journal entry is sorted by journal entry name, in alphabetical order. Within each journal entry, all journal lines are presented in ascending order by journal line number.

Subtotals of all journal line debits and credits are provided for each journal entry and a batch total debit and credit are provided for each batch.


Report Template:

No report template is used for this report.


Parameters:

  1. SOURCE
  2. CNAC
  3. ORG
  4. BC
  5. FUND
  6. OBJ
  7. Program
  8. CREF

SOURCE: (optional)

The user can specify the journal source from a quick pick list of available journal sources. Currently, the only valid selections for this report are: "Manual", "Encumbrance" and "Budget Journal"

If the source field is left blank the report defaults to all valid sources.

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. The 508.GA report is unsecured. Therefore, if the user is not specific in the account selection, a great deal of unnecessary paper could be generated. Unless the user is interested in the entire School/Center they should, at a minimum, always include an ORG or FUND with the CNAC.
  3. Batches are selected based on the source and account segments referred to above. Only unposted batches using the parameters referred to above are selected. 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 selected. However, once a batch is selected, all journal entries and journal lines are displayed for that batch.


Section Header:

  1. Batch:
    1. Name: This field displays the batch name.
    2. Posting Status: This field displays the posting status.

      The following matrix identifies the types of posting statuses that are likely to be represented on the 508.GA report:

      Budget Journal Encumbrance Manual
      Postable Posting Status Postable Posting Status Postable Posting Status

    Batch Control Totals

    Agree

    Yes

    Posted

    Yes

    Posted

    Yes

    Posted

    Disagree

    No

    Unposted

    No

    Unposted

    No

    Unposted

    Period

    Open

    Yes

    Posted

    Yes

    Posted

    Yes

    Posted

    Unopened

    Yes

    Posted*

    Yes

    Posted*

    No

    Unposted

    Journal Control Totals

    Agree

    Yes

    Posted

    Yes

    Posted

    Yes

    Posted

    Disagree

    Yes/No

    Error4

    Yes/No

    Error4

    Yes/No

    Error4

    Batch Debits/ Credits

    Agree

    Yes

    Posted

    Yes

    Posted

    Yes

    Posted

    Disagree

    Yes

    Posted

    Yes

    Posted (offset to reserve)

    Yes

    Posted (offset to suspense)

    Journal Entry Lines

    Valid

    Yes

    Posted

    Yes

    Posted

    Yes

    Posted

    Invalid

    Yes/No

    Error7

    Yes/No

    Error7

    Yes/No

    Error7

    Yes/No - This response indicates that the journal batch postable status is initially set to "Yes" prior to posting. Upon encountering an error, the postable status will be changed to "No" and remain so until the error is corrected.

    Error4 - Showing journal control total violation

    Error7 - Showing invalid journal entry lines or no journal entry lines

    * You can post "Manual" batches to open periods, "Budget Journal" batches to periods in an open budget year and "Encumbrance" batches to any period up to the last period in the latest encumbrance year

    1. Created Date: This field displays the date the batch was created.
    2. Period: This field displays the period the batch was assigned to.
    3. Control Total: This field displays the batch control total.

  2. Journal:
    1. Name: This field displays the journal entry name.
    2. Budget Name: This field displays the journal entry budget name.
    3. SOURCE: This field displays the source from where the journal entry originated.
    4. Effective Date: This field displays the journal entry effective date.
    5. Category: This field displays the journal category.
    6. Control Total: This field displays the journal entry control total.


Report Columns:

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

  1. Account
    This column displays the seven segment account.

  2. Line
    This column displays the journal line number.

  3. Line Description
    This column displays the journal line description.

  4. Debit
    This column displays the journal line debit.

  5. Credit
    This column displays the journal line credit.


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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