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Department Exceptions Panorama

The Department Exceptions Panorama is designed to highlight the transaction discrepancies and errors in the Oracle financial system.

538000 on Non-Sponsored Funds

Business Scenarios

  • The purpose of this report is to identify IDC/Burden costs that are posted to the GL incorrectly

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • To correct, process a cost transfer to correct the funding source or award number of the transaction

Transactions Incorrectly Posted to UCPath Specific Funds (CVR)

Business Scenarios

  • The purpose of this report is to track transactions that were incorrectly posted to UCPath specific funds

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • To correct, reach out to where the transaction originated from to have it adjusted (AP, AR, journal source, etc.)

SP Funds Require Project Number in GL (CVR)

Business Scenarios

  • All expenditure transactions should post to the GL with project chart string on sponsored project funds.

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • To correct, submit a cost transfer data request with POETAF fields filled out so that the expenditure will show up on the correct project in PPM.

Incorrect PPM Budget Resources

Business Scenarios

  • The Incorrect PPM Budget Resources report will display any PPM Budgets with resource categories that do not match UCSD Expenditure Categories
  • Using these Oracle categories is not recommended and can impact the view of other reports
  • Use the Incorrect PPM Budget Resources report to identify both sponsored and general project budgets needing correction

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • For sponsored projects, Financial Resources may represent restricted balances. Please check with your SPF accountant before re-budgeting

Project Setup to GL Match Errors

This report looks at the Project Owning Organization (Financial Unit) that is assigned upon Project setup in PPM with General Ledger transactions for the same Project. It will detect any GL transactions with a Financial Unit that does not match the Project Owning Organization in PPM.

View a demo of the Project Setup to GL Match Errors report given during a Fund Management Office Hour. 

The report results are broken into different sections by the Project Type: Sponsored, General, Default and Capital. The results in the Transaction Signed Amount are hyperlinked to the Transaction Details Report. 

Report Sample:

report example

What do I do when I find mismatches?

Click on the link on the dollar amount to view the detailed transactions on the Transaction Details report.  The first (PPM) tab will be empty, but the second (GL) tab will have the transactions of interest. 

See KBA KB0034002: Updating Financial Elements on General Projects

Project Type Journal Source Corrective Action
UCSD Sponsor Project N/A Contact your SPF Award Accountant or submit a Services & Support ticket to Post Award General Inquiry
All others Projects Submit a Services & Support ticket to General PPM Project, Reporting and Training Inquiries

All others

Spreadsheet/Manual Work with the originator of the journal to process a correction journal. The Transaction Details report identifies the Journal Creator and provides their email address for convenience.  For further assistance, submit a Services & Support ticket to Other General Accounting Inquiry.
All others Balance Transfer Work with your VC contact to submit resource transfer Journal. For further assistance, submit a Services & Support ticket to Other General Accounting Inquiry.
All others Receivables For invoices that originated from PPM Billing, correct the contract and invoice(s).  See KB0033499, PPM Contract Amendments, for detailed instructions.
For other Receivables, submit a Services & Support ticket to AR Billing Other (Disputes, Collections, etc.).
All others Payables Request correction through a Non Salary Cost Transfer Request ticket using the Posted Payables Cost Transfer Request form.
All others UCSD ISIS

Graduate student transactions: Submit a Services & Support ticket to Graduate Support Accounting Setup, in the Student Support section of Services & Support.

Undergraduate student transactions: TBD

All others Any - Gift Funds

Depts can fix the fund mismatches themselves if the Fund belongs on the project:

  • Add task to project with fund on Padua
  • Cost transfer the applicable costs from the current task to the new task created or correct in the source system (UCPath DR or FSRT for Stipends/Fees/Tuition, or others as needed)
  • Update any other downstream systems for future charges (recharges, UCPath, etc.)
For other mismatches on gift revenue or credit card fees, submit a Services & Support ticket to Gift Fund Questions.

Generate Invoice Process Errors - Non-Sponsored

Business Scenarios

  • Use this report to identify errors that occur when a "Generate Invoices" job does not successfully generate an invoice for a specific contract and project.   
  • Both scheduled or manually run “Generate Invoices” jobs might experience issues due to validation rules and system-imposed constraints. The report will provide notification of the encountered issue/s and potential suggestions for resolution.
  • Example error: “The event isn't processed because the project or task isn't associated to the contract line.”
    • Example suggested solution: “You must associate project and task for which the event is created to the respective contract line.”

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

Generate Invoice Process Errors Filters

Report Views

  • Results display in a default table with the ability to export the result set into a file

 generate invoice errors table

Non-Sponsored Contract Lines Without Project or Task

Business Scenarios

  • Non-sponsored contracts should have at least one project and one task assigned to it
  • Identify non-sponsored contracts that are missing a project, task, or both
  • Use this report to identify non-sponsored contracts that are missing a project, task, or both and correct those contracts as needed. See KB0033499.

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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Non-Sponsored Contracts Without Revenue Account or Fund

Business Scenarios

  • Non-sponsored contracts should have a revenue account and a fund assigned to it
  • Identify non-sponsored contracts that are missing a revenue account, fund account, or both
  • Use this report to identify non-sponsored contracts that are missing a revenue account, fund account, or both and correct those contracts as needed. See KB0033499.

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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Non-Sponsored Generate Revenue Process Errors

Business Scenarios

  • Use this report to identify errors that occur when a "Generate Invoices" job does not successfully generate an invoice for a specific contract and project.   
  • Both scheduled or manually run “Generate Invoices” jobs might experience issues due to validation rules and system-imposed constraints. The report will provide notification of the encountered issue/s and potential suggestions for resolution.
  • Example error: “The event isn't processed because the project or task isn't associated to the contract line.”
    • Example suggested solution: “You must associate project and task for which the event is created to the respective contract line.”

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

Generate Invoice Process Errors Filters

Report Views

  • Results display in a default table with the ability to export the result set into a file

 generate invoice errors table

Transactions on No Project

Business Scenarios

  • Use this report to identify UCPath, Concur, or Oracle transactions that were recorded without a project segment in the General Ledger. If these transactions belong on a project, it is important to identify and correct them in a timely manner.  
  • This report does not include transactions that are intended to post with no project segment, such as sponsored fund revenue or cash transactions.

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

Transactions on No Project Filters

Report Views

  • Results display in a default table with the ability to export the result set into a file

Transactions on No Project Report

Non-SP Contract AR COA Billing Exceptions

Business Scenarios

  • Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
  • Identify non-sponsored project contracts revenue with invoices that have an incorrect revenue fund, account, or project (no project) assigned

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • Accounting Rules:
    • Contract revenue account should match the revenue on the event
    • Contract fund should match the fund on the event and invoices
    • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
  • To correct:
    • Create Credit memo: KB0033271
    • Amend contract: KB0033499
    • Submit S&S ticket to FinOps AR team

Non-SP Contract PPM COA Billing Exceptions

Business Scenarios

  • Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
  • Identify non-sponsored contract revenue and invoices that have an incorrect revenue fund, account, or project (no project) assigned
  • Sponsored projects billing and accounting is monitored by SPF

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • Accounting Rules:
    • Contract revenue account should match the revenue on the event
    • Contract fund should match the fund on the event and invoices
    • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
  • To correct:
    • Create Credit memo: Link to KBA
    • Amend contract: Link to KBA
    • Submit S&S ticket to FinOps AR team

 

Multiple Project Roles

Business Scenarios

  • Roles are available to assign in the Award/Grants space and the Project space. Only one person per role can be assigned per space.
  • Use this report to identify projects or awards where multiple people have been assigned to the same project role

Data Selection and View Options

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Report Views

Non-SP Projects with DFF Exceptions

Business Scenarios

  • This report shows the setup elements of General or Capital Projects with a fund or function that may be incorrect.
  • All project tasks must have a fund and function. Program and Location are optional. These are important so that any costs are posted, post accurately.
  • Function 800 is generally not acceptable, but could be in specific use cases-please contact ICA for more information
  • Fund 00000 or blank is never allowed
  • Use this report to review any projects that are setup incorrectly and then submit a ticket to PPM-SD to close the project or update the task with the correct information.  If you need to end the task, you can do so through PADUA

Data Selection and View Options

  • Use these parameters to filter for the data you want to see

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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Project Task Owning Org Mismatch

Business Scenarios

  • The Project Owning Organization drives Subledger Accounting Rules (SLAs)
  • Task Owning Organization does not impact accounting but can be used in reporting
  • Mismatches are identified on the basis of:
  • Tasks where the task owning organization is different from the project owning organization**this may not be in error, but is reported for departments that do not want this differentiation
  • Tasks where the task owning organization is UC San Diego
  • Projects where the project owning organization is UC San Diego

Data Selection and View Options

  • Use these parameters to filter for the data you want to see

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Report Views

  • Results display in a default table with the ability to export the result set into a file

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What to Do

  • Use this report to identify Projects or Tasks with wrong or potentially wrong owning organization.
  • Update the Task Owning Organization in PADUA 2.0. Submit a services and support ticket to update incorrect project owning organization. 

Closed Projects with GL Balances

Business Scenarios

  • PPM allows for projects to be closed regardless of the balance of any chart string on the GL.  This report displays projects that have been closed in PPM but still have a balance on one or more general ledger accounts.
  • PPM Closed Projects with GL Balances report includes balance sheet accounts (liabilities, accounts receivable, etc.). These accounts are not included on the GL Project Balances report. 
  • Normally balance sheet accounts are cleared through the natural course of business. However, if they are not, it is important for departments to address them as they are responsible for all financial activity on their FinU. For example, if there is a balance on an accounts receivable account, that generally means that a customer has not paid one of the invoices for this project. It is important to follow up and make sure the payment is made.

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
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Report Views

  • Results display in a default table with the ability to export the result set into a file
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773046 Account Reconciliation

Business Scenarios

  • The purpose of this report is to assist with reconciling the 773046 account.
  • The account should net to zero. This report allows users to summarize the 773046 account balance by fiscal year, transaction source, or user expenditure batch. Users can download transaction data by specific transaction sources to identify unreconciled items.

Report Views

  • Summary by Fiscal Year 

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  • Summary by Transaction Source 

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  • Summary by User Expenditure Batch

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What to Do

  • To correct, reach out to where the transaction originated from to have it adjusted (AP, AR, journal source, etc.)