Critical Concepts

This view contains the all of the transactions posted to the UCSD General Ledger including all encumbrances and actuals. 

• Shows summarized ending balances (net position) for any combination of Financial Unit, Fund, Project, Function, and Account, aggregated to the accounting period.

  • Year to date (YTD) roll ups

  • Beginning balance snapshots

• This view only transactions that have posted.  This does not include pre-posted, unposted, not approved transactions, not posted, and/or un-processed costs.

• This view does not contain sub-ledger information. 

• Start here and then branch out as needed.

In order to see the General Ledger data within Oracle UI you'll need access to General Accounting Dashboard > Inquiry and Analysis Balances

Accounting Period

During a recent Financial Analytics Community of Practice meeting we discussed the Accounting fields in FINAH-ProjectCosts-View and you asked if we can make it more clear which fields are best to use.  With guidance from you and the FINAH Steering committee we've identified the following Accounting Period fields that can be used for all FINAH-ProjectCosts-View reports.

• Expenditure Dist Accounting Period

• Expenditure Dist Fiscal Period Full 

• Expenditure Dist Fiscal Period Number

• Expenditure Dist Fiscal Period Short

• Expenditure Dist Fiscal Day (DDD) 

• Expenditure Dist Fiscal Month (MM) 

• Expenditure Dist Fiscal Quarter (Q)

• Expenditure Dist Fiscal Week (WW)

• Expenditure Dist Fiscal Year

Beginning Balance and Ending Balance

Ending Balance = Beginning Balance (same as Oracle) + Period Balance

Carry Forward Balance

In an effort to mitigate the additional work that would be put on Departments due to the fact that Carryforward balances won't be posted in Oracle until October, we have added some additional calculated records to the FINAH-UCSDGeneralLedger-View and the FINAH-UCSDGeneralLedgerBalances-View.

These records will NOT exist in Oracle, but have been added as a stopgap ONLY UNTIL the Oracle carryforward entry is made to the 300000 account.  At that point these calculated records will no longer be seen in FINAH.

You will be able to identify these calculated records by looking for “Journal Balance Type” = ‘Projected Carryforward’

** NOTE: You will need to make sure “Journal Balance Type” = ‘Projected Carryforward’  is included in your report in order to add this additional record, or you will need to exclude that if you don’t want to see those records in your report.

The logic behind these records is:

• Look to see if a record already exists in the 300000 account for the chartstring * in the 13-Jun period of the previous fiscal year.    If that record already exists, then don’t create any additional record. The posted amount will be all that will show in your reports.

• If no 300000 account balance for the 13-Jun period of the previous fiscal year exists, then calculate the balance of the full Managerial Reporting Hierarchy by chartstring** using the ending balance of the 13-Jun period of the previous fiscal year.   This will include any adjustments made in the 13-Jun period, so you will notice the Carryforward entry changing as those adjustments are made.

• Add the calculated Carryforward Balance as a new record for Account 300000 to both the FINAH-UCSDGeneralLedger-View and the FINAH-UCSDGeneralLedgerBalances-View

• Chartstring: The posting level of the 300000 Account only  includes the following Chart Segments:

• Entity

• Fund

• Financial Unit

• Location

• Project

This stopgap measure will continue to function each year as we move into the new Fiscal Year until the Oracle Carryforward entries are posted.

Date Field Description

• For Fiscal Period, it is the sum of all the GL Lines within that Fiscal Period.  

• For Fiscal Quarter to Date, it is the sum of all the previous months GL lines for that Chartstring within that Fiscal Quarter. Note that it does not include the entries from that month.

• For Fiscal Period Project to Date Signed Balance, it is the sum of all previous months – ever.   It is a Life to Date Balance.

• For Fiscal Period Beginning Signed Balance, it is the Fiscal Year balance at the start of the Fiscal Period.

• Transaction System Date Time is the date that the transaction is physically entered into the system.  This date is more helpful for ITS team internal use for troubleshooting.

Ledger Encumbrance Type

There are three types in the data for Ledger Encumbrance Type namely

• null

• committed

• obligated.

To our knowledge, the nulls are what most people are looking for to use as the committed and obligated types are transactions that have not yet occurred. 

If you filter for Ledger Encumbrance Type is null then numbers in your report will should match Oracle (OFC). We have validated a bunch of fund/project/account/function combinations and found there to be a match between FinAH and OFC using this filter.

Oracle Set Up Scenario

We sometimes see a setup scenario in OFC where a sponsored project is assigned to more than one award. This seems to happen when they increment the award version from -00001 to -00002.

If there are two records with the same base number then always select the -0002 record.

Steps to Take

Key Fields to Display

• Account

• Accounting Period

• Activity

• Award

• Award Fiscal Manager

• Award Fund Manger

• Award MSO DBO CAO

• Award Principal Investigator

• Award Project Manager

• Entity

• Financial Unit

• Function

• Fund

• Future

• General Ledger

• General Ledger Balances

• Location

• Managerial Reporting Account Hierarchy

• Managerial Reporting Fund Hierarchy

• Program

• Project

Key Fields Filter On

• Accounting Period

• Ledger Encumbrance Type

Granularity

One row per general ledger balance transaction.  These are summary level transactions that are posted to the general ledger.  The view is at transaction level granularity.

To create a primary key for this view, combine the following fields: Account Code, Activity Code, Chart Combination ID, Entity Code, Financial Unit Code, Fiscal Accounting Period,
Function Code, Fund Code, Future1 Code, Future2 Code, Interentity Code, Journal Balance Type, Ledger Encumbrance Type, Location Code, Program Code, Project Code

Note:  Only objects with transactions are included in this view and only objects with transactions in the source Oracle table.