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Financial Accountability

Find out about business scenarios, data selection, report view options, and data definitions for Financial Accountability Panoramas available under Budget & Finance in the Business Analytics Hub (bah.ucsd.edu).

Exceptions Panorama 

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

Receipts to PPM Recon

Business Scenarios

  • Miscellaneous Receipt does not post the expected negative cost to the Project in PPM, uupdate only made in the GL

  • My Department submitted Cash Deposit ticket for the reimbursement of the Cost on a Project, however, we do not see this Cost yet reimbursed within the Project Cost

  • At the time of the Receipt Creation we did not know the Task to which to apply, and once we updated the Services and Support ticket, the Cost was still not captured in the Project
  • If the Receipt needs to be reversed, will it show and reflect the Cost within PPM?

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




Report Views

  • Results display in a default table with the ability to export the result set into a file
  • Additional columns are available for users to add to the report
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules


Revenue in Fund 13037

Business Scenarios

  • Miscellaneous Receipts (Revenue) should not be posted to Fund 13037 (Treasurer’s Cash Fund), they should be identified and posted to the correct Fund (and Account code if available)
  • Did my transactions post to the correct COA?
  • What should I do if this happened?
  • Any more actions needed on my side?

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

revenue-in-Fund-13037_p.png
Report Views

  • Results display in a default table with the ability to export the result set into a file
  • Additional columns are available for users to add to the report
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules



Non-Invoiced PO to GL & PPM Reconciliation

Business Scenarios

  • This report is used to correct a financial discrepancy where a Purchase Order has been created with a Project within the Chart of Accounts and has been recorded on the General Ledger, but does NOT contain Project information within the Project Costing section of the Purchase Order and is incorrectly reflected within PPM Costing

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



Report Views

  • Results display in a pivot table with 3 columns
  • Additional columns are available for users to add to the report
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules

Invoiced PO to GL & PPM Reconciliation

Business Scenarios

  • This report is used to correct a financial discrepancy where a Purchase Order has been created and Invoiced

  • The PO has a Project within the Chart of Accounts and has been recorded on the General Ledger, but does NOT contain Project information within the Project Costing section of the Purchase Order and is incorrectly reflecting within PPM Costing

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 



Report Views

  • Results display in a pivot table with 3 columns
  • Additional columns are available for users to add to the report
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules

 

AP Invoice to GL & PPM Reconciliation

Business Scenarios

  • Report is used to correct a financial discrepancy where an Invoice contains a Project within the Chart of Accounts and has been recorded on the General Ledger, but does NOT contain Project information within the Project Costing section of an Invoice and is incorrectly reflected within PPM Costing

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



Report Views

  • Results display in a pivot table with 3 columns
  • Additional columns are available to users to add to the report
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules

 

Non-Sponsored Project Names Starting with SP

Business Scenarios

  • What General Projects need to be renamed because they are referencing the SP prefix for a Sponsored Project?
  • Does my department have any General Projects named using Sponsored Project naming conventions?

Data Selection and View Options

No parameters are available for this report

Report Views

  • Results display in a default table of 7 columns
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules

 

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 For 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

Non-Sponsored-w-out-project-or-task-filters.png

Report Views

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

Non-Sponsored-w-out-project-or-task.png

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

Non-Sponsored-w-out-project-or-task-filters.png

Report Views

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

Non-Sponsored-w-out-revenue-or-fund.png

Non-Sponsored Generate Revenue Process Errors

Business Scenarios

  • Use this report to identify errors that occur when a "Generate Revenue" job does not successfully generate revenue for a specific contract or project.
  • This report will identify errors and warnings related to the "Generate Revenue" process along with the specific error message to assist with resolution.

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-revenue-errors-filter.png

Report Views

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

generate-revenue-errors.png

 

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

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.