Contains posted General Ledger transaction-level data, by date within an accounting
period. Transactions may be slightly summarized; some have been aggregated
and a total is reported, while others are listed detail by detail.
Actuals include all journal entry transactions posted to the General
Ledger via the BEN Financials online screens, internal General Ledger processes
(e.g., mass allocations), feeder systems (e.g., Mail Services, service centers,
ProCard, etc.), and the BEN Financials Accounts Payable and Purchasing systems.
Encumbrances include entries created from the Purchasing system and Salary Management
as well as manual encumbrances created online. Accounts Payable invoice encumbrances
are excluded. Budget entries include only those budget journals created online.
When actual or operating budget or special budget amounts are summarized
by the 26-digit account number for a closed accounting period, total amounts
should equal the corresponding monthly balances for the accounts in the BALANCES
Reporting on transaction level detail from the General Ledger for all object
||Indexed Data Elements
- This table, which contains transaction-level detail for all object codes,
is updated daily, to remain consistent with the Data Warehouse BALANCES, which
contains Balances for all 26-digit account combinations. As with BALANCES,
this table will not reflect any changes made during the day in the online
system (BEN Financials) until after the following data load.
- Please note that the BEN Financials 155 extract, on which this table was
originally modelled, only includes data for NAC 0 revenue/expense transactions,
as grouped by parent object codes C544 (revenue) and C545 (expense). The GL_DETAIL
table, in contrast, includes transactions for all object codes and all Net
Asset Classes (NACS 0,1,2).
- 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 transactions.
- Attribute and Context fields for Feeder transactions are populated only from February 7, 2007 and forward, although the other data elements for historical feeder data are available. Note also that usage of the Attribute and Context columns varies by feeder source.
- Encumbrance amounts are for the transaction date only, and will not sum
up to the Total_Encumbered amount in the BALANCES table, which represents
a fiscal-year-to-date encumbrance for each account combination. In addition,
Accounts Payable invoice encumbrance transactions are excluded.
- Original Budget amounts are for the transaction date only, and the ORIGINAL_BUDGET_AMOUNT
column reflects only journal entry transactions. Since Original Budget entries
are typically made in BEN Financials via a direct load from Planning, rather
than by journal entry, Original Budget amounts in GL_DETAIL will therefore
likely not sum up to the Orig_Budget_Month amount in the BALANCES table.
- Although actual, operating budget and special budget amounts for a given
account will sum up to their corresponding Balances for a closed accounting
period, it is possible (due to timing issues) that detail and balance-level
totals will not match for an open period.
- When counting invoices, be sure to count by INVOICE_ID in order to capture
all invoices that meet your criteria (since the INVOICE_NUMBER may be duplicated
among different vendors).
- Some batches, such as benefits allocations, and grant revenue, are, on BEN
Financials 15X reports, summarized in one line per accounting period.
- In addition, the following transactions have been summarized in some fashion
for storage in this table:
1. Accounts Payable actuals (Identified as Journal Source Name = 'Payables',
Journal Category = 'Purchase Invoices'):
Transactions are summarized by account code combination, purchase order
number (if applicable), invoice number, transaction date (transaction creation
date), and batch name. This provides the amount of the expense by PO, eliminating
all of the detail distribution lines from the PO.
2. Purchase Order encumbrances and encumbrance reversals (Identified
by Journal Source Name = 'Purchasing'):
Transactions are summarized by account code combination, PO number, transaction
date (transaction creation date) and batch name.
3. Salary Management encumbrances (Identified as Journal Category
= 'SAL-MGMT' and Journal Source Name = 'PRL_ENCUMBER' or 'PRL_REVENCUMBER'):
Transactions are summarized by the account code combination.
4. Custom / Mass Allocation actual transactions:
Transactions are summarized by the account code combination. Transactions
are identified as:
Employee Benefits (EB) Mass Allocation (Journal Source Name = 'MassAllocation',
Journal Category = 'Allocation', object code = '5190' or '5191')
Grant & Contract Revenue (Journal Source Name = 'GRANTREV', Journal
Category = 'Revenue')
Grant & Contract Overhead (Journal Source Name = 'GRANTOH', Journal
Category = 'Allocation')
5. All other transactions:
Transactions are stored at the detail level. In other words, the transactions
are identified by the account code combination, balance type, batch name,
transaction date (transaction creation date) and line level.
- 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
- 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.
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