Contains budget, encumbrance, and actual balances for detail-level Accounting
Flexfields, by accounting period. Balances are available for the month, the
fiscal year-to-date, and the project-to-date. For budgets, balances are also
available for the total fiscal year.
Reporting on balances for selected detail-level Accounting Flexfields. For example:
"Show me the actual fiscal year-to-date balances through the end of the latest
accounting period for my organization, including those where my organization
is the responsible organization."
||Indexed Data Elements
- This table contains balances only for detail-level accounts. For balances
for summary-level accounts (such as for object code "TEXP," Total Expenses
for Fund Checking), see the SUMMARY_BALANCES table.
- Most often, you will want data for just one accounting period. Beware summarizing
beginning balance, ending balance, fiscal year-to-date, project-to-date, fiscal
year-total, or project-total figures for multiple accounting periods.
- It is often easiest to use ACCOUNTING_PERIOD when setting the record selection
conditions for queries. If, instead, MONTH or FISCAL_MONTH_SEQ are used in
the record selection conditions for a query, FISCAL_YEAR ought to be used
- This table contains rows for accounting periods back to JUL-96, up through
the end of the current fiscal year. There can be rows for future periods through
the end of the fiscal year for accounts that have future budget balances (in
those cases, there may also be values in the actual and budget year-to-date
and project-to-date columns, as well as total encumbrances.
- Once activity is posted to a COA account for a given accounting period,
there are and will be balances for the account for that accounting period
onward (even after the END_DATE for the fund). There will not be balances for the account for earlier
accounting periods -- a balances row is created for an account in the first
period it is used, and not before (once created, an account will have a row
in every subsequent period, even if the balances are 0).
- The BALANCES table only stores year-to-date encumbrance balances. These
should match the project-do-date encumbrances which appear as the default
in the General Ledger (online and on reports). There may be cases, if an
encumbrance journal is made to a previous year, where the year-to-date and
project-to-date balances no longer match, which should be resolved by the
next fiscal year-end General Ledger encumbrance roll process.
- When reporting on organizations, be sure to select the data element that
meets your needs. COA_ORG is the organization segment of the COA_ACCOUNT (the
26-position Accounting Flexfield). COA_RESPONSIBLE_ORG is the code for the
organization responsible for managing the fund.
- The F_AND_A_RATE and the ICR_SCHOOL_PORTION are populated only for certain
balances for sponsored project funds. The values for the F_AND_A_RATE and
the ICR_SCHOOL_PORTION depend on the fund, the object code, and the accounting
period. Balances to which the F&A rate does not apply will have a value
of 0 for their F_AND_A_RATE and the ICR_SCHOOL_PORTION.
- For balances to which the F&A rate applies, the value of the ICR school
portion is 100% minus the sum of the rates for the other portions of the indirect
cost recovery amount. The distribution of indirect cost recovery may change
from fiscal year to fiscal year. (For example, in fiscal year 2000, the school
portion of the total indirect cost recovery amount was 0.79; the remainder
was distributed among the reserve for physical plant, the Hospital of the
University of Pennsylvania (HUP), and the subvention pool. For fiscal year
2001, the ICR school portion was 0.81, and the remainder went to the subvention
pool and the research support services pool.)
- The value for a fund's F_AND_A_RATE in the Balances table may differ from
the INDIRECT_COST_RATE in the Proposal and Award tables. The INDIRECT_COST_RATE
in the Proposal table is the rate to be used to calculate the indirect cost
recovery amount, as quoted in the proposal for the project. Its value is stored
as ###.## (for example, the value 12% would be stored as 12). The INDIRECT_COST_RATE
in the Award table is the rate the sponsor awarded; its value is stored in
the same format used in the Proposal table. The F_AND_A_RATE in the Balances
table is stored in a different format (.########--for example, 12% is stored
as .12). This is the rate actually used to calculate the indirect cost recovery
amounts each week. In cases where the awarded rate actually floats based on
the federally negotiated rate, the value for the F_AND_A_RATE in the Balances
table may differ from the value for the INDIRECT_COST_RATE in the Award table.
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