University of Pennsylvania

access BEN Reports     obtain access     faq     guide     support

BEN Reports Definitions - Express Mail Reports

These reports display shipping information extracted from the Express Mail application. If you already have access to the General Ledger data collection in the Data Warehouse, you will automatically inherit access to these reports within the BEN Reports application. If you do not have access to the General Ledger data collection, and would like to have access to the Express Mail Reports, then you must complete and submit a BEN Reports Access Request Form.

Overview

Express Mail Detail: This report provides Express Mail shipping detail inforamtion for a selected ORG range and transaction period. It can assist the school/center allocator in determining the number of express ship packages that are being sent and the General Ledger account were they are being charged. The report can be downloaded to an Excel spreadsheet, where it can be used to determine who is sending the express ship packages and where they are being delivered.

Express Mail Summary: This report summarizes the Express Mail Detail Report by school/center name and department.

Parameters

BEN Express Mail reports utilize the following parameters. You may type exact values directly into the fields provided, or click the icon to the right of the field to access a list of possible values. For date fields, be sure to enter the values in DD-MON-YYYY format (e.g., 01-JUL-2008, to designate July 1, 2008). The individual screens will indicate whether parameters are optional.

  • Org Low
  • Org High
  • Transaction Date From
  • Transaction Date To

Definitions

BEN Express Mail reports include detailed information about packages shipped through express mail. You'll find the following elements in the report results, and the Excel output.

Accounting Period: The Accounting Period stated in MON-YY format. MON is the calendar month (stored in upper case), and YY is the calendar year. Note that the beginning and ending dates of an ACCOUNTING_PERIOD are not the same as the first and last day of the calendar month.

Address Line1: Contains the street address of the individual identified by associated ADDRESS_TYPE.

Address Line2: Contains additional address information of the individual identified by associated ADDRESS_TYPE.

Address Type: Denotes whether the address information relates to the shipper or receiver of a shipment.

Center Code: Denotes the code of the school/center where the shipping charges are reflected in the General Ledger.

Center Name: Denotes the name of the school/center where the shipping charges are reflected in the General Ledger.

Charge Classification Code:  Denotes whether the charges relate to accessorial charges, fuel surcharge, etc.

Charge Description: Contains a textual description of the Charge Description Code.

Charge Description Code: Denotes the code associated with the charge.

City: Denotes the city of the individual identified by the associated ADDRESS_TYPE.

COA Account: The 26-digit account used in the allocation transaction. The COA_Account consists of seven segments: COA_BC, COA_CNAC, COA_CREF, COA_FUND,
COA_OBJECT, COA_ORG, COA_PROGRAM, COA_RESPONSIBLE_ORG.

COA BC: The budgetary control (BC) code used in the allocation transaction.

COA CNAC: The 3-character center net asset class (CNAC) code used in the allocation transaction.

COA CREF: The 4-character Center Reference (CREF) code used in the allocation transaction.

COA Fund: The 6-character fund number used in the allocation transaction.

COA Object: The 4-character object code used in the allocation transaction.

COA Org: The 4-character organization code used in the allocation transaction.

COA Program: The 4-character program code used in the allocation transaction.

COA Responsible Org: The 4-character code for the organization responsible for managing the fund used in the allocation transaction.

Company Name:  Denotes the company name of the individual identified by the associated ADDRESS_TYPE.

Container Type: Defines the type of container used for each shipment.

Country: Denotes the country of the individual identified by the associated ADDRESS_TYPE.

Default COA Account: The 26-digit account used in the allocation transaction. The Default_COA_Account consists of seven segments: DEFAULT_COA_BC, DEFAULT_COA_CNAC, DEFAULT_COA_CREF, DEFAULT_COA_FUND, DEFAULT_COA_OBJECT, DEFAULT_COA_ORG, DEFAULT_COA_PROGRAM, DEFAULT_COA_RESPONSIBLE_ORG.

Description: Denotes the department of the school/center where the shipping charges are reflected in the General Ledger.

Extract Date: Denotes the date that shipment details and amounts were fed to the General Ledger and the Data Warehouse.

Fiscal Month Seq: The month (or accounting period) of the fiscal year. This field is used for sorting.

Fiscal Year: The financial year in which the ACCOUNTING_PERIOD falls. Penn's fiscal year begins July 1 of one calendar year and ends June 30 of the next calendar year.

Invoice Date: Denotes the date of the invoice.

Lead Shipment Number: Denotes the lead shipment number for the shipment. This number is used to associate all shipment charges together.

Name: Denotes the name of the individual identified by the associated ADDRESS_TYPE.

Organization Code: Denotes the code of the department within the school/center where the shipping charges are reflected in the General Ledger.

Penn Lasted Edited: Represents the date that an Allocator allocated shipment charges from the default budget code to another budget code.

Penn Lasted Edited By: Denotes the PennID of the Allocator who allocated the shipment charges.

Postal: Denotes the zip code of the individual identified by the associated ADDRESS_TYPE.

Shipment Description: Reflects the description of the shipment's content as defined by the shipper.

Shipper PennID:  Reflects the PennID of the shipper sending the package.

State: Denotes the state of the individual identified by the associated ADDRESS_TYPE.

Sum Penn Amount: Associated charge for each shipment.

Tracking Number: Denotes the tracking number associated with a specific charge. In the event the charge is at the shipment level, this is the lead package of the shipment. Package charges display the individual tracking number of the package.

Transaction Date:  Denotes the date the service was rendered by UPS.

Zone: Denotes the zone number associated with the distance between the origin and destination of the shipment or package referenced in the transaction.

 


BEN Reports Navigation

If your browser’s Back button does not appear when you are viewing a report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the BEN Express Mail Reports menu.
  • You can use your browser’s Back button to move back to the parameter screen.

If you notice any problems with the data in any of these reports, please send e-mail to benreports@pobox.upenn.edu.


 

 
University of Pennsylvania
Last modified:  21 October 2008