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Transaction Details Report

The Transaction Details report provides detailed information about transactions posted to the Oracle General Ledger and PPM subledger.

The Transaction Details report allows users to:

    1. Simultaneously search for both PPM and General Ledger transactions using a single set of prompts. 
      1. Identify transactions on projects associated with any person role.
      2. Search for transactions associated with a particular Payables or Receivables invoice number, PO number, receipt number, original transaction reference number, or PPM transaction number.
      3. Eliminate or isolate transactions that have been cost transferred off of a project in PPM.
      4. Identify all revenue transactions without having to select all revenue account codes.
      5. If a transaction was cost transferred from another project-task, identify the project-task and number of the original transaction with a link to the original transaction in Oracle to view additional cost transfer information. 
    2. Perform a High-risk Ledger Review to identify high-risk transactions requiring review under pre-defined criteria.
      1. High-risk expenditure types on sponsored projects
      2. Costs posted after the project end date
      3. Recharge costs
      4. Fabrication costs on non-fabrication tasks
      5. Invoices under $5,000 coded as equipment
      6. Misposted cost sharing transactions

The report consists of 3 tabs:

  1. PPM Transactions: Displays expenditure transactions in PPM
  2. GL Transactions: Displays asset, expense, liability, revenue, and fund balance transactions in the GL
  3. Parameters: Displays the prompt values selected

Watch a recording of the May 5th Fund Management Office Hours to see a live demo of the report. 

Accessing the Report

Access the Report through the Business Analytics Hub

Access has been provisioned to anyone with the Oracle BI Consumer JR role.  Staff who do not have access should request the Oracle role. Access failure appears as error "Unable to load requested view. Displaying home view instead."

  1. Navigate to bah.ucsd.edu.
  2. Select BI & Financial Reporting.
  3. Click the Financial Accountability tab.
  4. Click Launch from the Transaction Details Report tile.

Use your Active Directory credentials to sign in, if prompted.

How to Use the Prompts

Date Parameters

Date Search Options What to Know Additional Prompts to Fill Out

Original Accounting Period

  • Refers to the ledger month the transaction originally posted in. Searching by the original accounting period will provide a more realistic view of when transactions actually posted 
  • This prompt option will produce results for both the PPM and GL transactions tabs 
  • This is the default choice selected
  • Accounting Period From
  • Accounting Period To

Most Recent Accounting Period (PPM Only)

  • When adjustments are made to a transaction (i.e. changing from billable to non-billable), the transaction is reversed and reposted within the accounting period of the adjustment.  
  • The Manage Project Costs screen in the Oracle UI displays this most recent accounting period, which in effect means that transactions are jumping from one accounting period to another.  A transaction may have been reviewed and reconciled in one accounting period, but then later be dropped from that accounting period and show up in another accounting period.
  • Searching by the most recent accounting period will generate alignment with the Manage Project Costs screen. 
  • This prompt option will only produce results in the PPM Transactions tab.
  • Accounting Period From
  • Accounting Period To

Expenditure Item Date (PPM Only)

  • The date the cost was incurred.
  • This prompt option will only produce results in the PPM Transactions tab.
  • Expenditure Date From
  • Expenditure Date To

Expenditure Created Date (PPM Only)

  • The date the expense loaded to OFC on the project.
  • This prompt option will only produce results in the PPM Transactions tab.
  •  Expenditure Date From
  • Expenditure Date To

Note

Be mindful of how large of a data set you intend to run. Attempting to run data for an entire year will increase the amount of time it takes for your results to appear.

  • It is recommended that you select at least one prompt before running the report. 

Prompts for PPM and GL Transactions vs. Prompts for PPM Transactions Only

Some filters are for data elements that exist in both PPM and GL and will generate transactions on both tabs. Other filters are for data elements that only exist in PPM - those filters will only generate transactions on the PPM tab.

Prompts for PPM and GL Transactions 

  • These prompts will impact results in both the PPM Transactions and the GL Transactions tabs.
  • Find transaction level details by transaction number, invoice number, and original transaction reference.
  • Use prompts that are typically found in PPM reports to view GL Transactions and vice versa (e.g. use the Fin Unit prompt to view PPM Transactions or the PI name to view GL Transactions)
  • Refer to the Data Glossary for searchable data descriptions and usage rules
Prompt What you should know

Person by Role Prompts

Fin Unit/Project Organization

  • Click the dropdown menu and start typing the Fin Unit number.  The menu will jump to the number you are typing.

Transaction Number

  • For PPM, this is the PPM transactions number
  • For GL, Transaction Number is a multipurpose field: 
Source Transaction Number
Payables Invoice or Payment Number
Receivables Invoice or Receipt Number
Projects PPM Transaction Number

Invoice Number

Enter any part of the invoice number. This prompt uses the "contains" function so that you don't have to enter the entire invoice number.

Supplier

Enter any part of the supplier name. This prompt uses the "contains" function so that you don't have to enter the entire supplier name. This prompt is also case-insensitive.

Prompts for PPM Transactions Tab Only

  • These prompts will only impact the PPM Transactions tab. Using any of these prompts will cause the GL Transactions tab to be blank.
  • Use the net zero item filter to isolate or eliminate transferred costs.
  • View “high risk transactions”
  • Refer to the Data Glossary for searchable data descriptions and usage rules
Prompt What you should know

High Risk Ledger Review

  • Check "yes" to perform your high risk ledger review. 
  • For definitions about each risk type, review the section below on "High Risk Ledger Review"

Net Zero Item

  • This field can be found in the “Manage Project Costs” screen in Oracle
  • A net zero item is a transaction that has been netted (transferred) off the project.
    • If you select yes: the PPM Transactions tab will display transactions that have been transferred off your project and therefore have a net zero impact on your project.
    • If you select no: the PPM Transactions tab will display transactions that have not been transferred of the project.

Project-Task

  • Enter the Project and Task numbers in the format "1008729-1" and click on the → arrow

 

PPM Transactions Tab

This tab includes award, project, and task information in addition to the risk types associated with each transaction.

Cost Transfer Fields

The report allows users to identify transactions that are a part of a cost transfer by introducing the following fields: Adjusted Transaction Number, Transferred from Transaction Number, Transferred from Project and Task, and Net Zero Flag.

The report table illustrates how the original transaction, reversal transaction, and new transaction are displayed in the report:

Description Project Transaction Number Amount Net Zero Item Transferred from Project and Task Adjusted Transaction Number Transferred From Transaction Number

Original Transaction

A 123 $100 Y

Reversal Transaction

A 456 -$100 Y 123

New Transaction

B 789 $100 N A 123

Refer to the Data Glossary for searchable data descriptions and usage rules. More information about Cost Transfers can be found on the Cost Transfers Blink page

GL Transactions Tab

The GL Transactions tab is a single space where users can view transactions that hit all ledgers: the General Ledger and each Subledger (PPM, Payables, Receivables, Cash Management).

How to Use the Data


Business Question Data Column(s) That Best Answer

What are all of the transactions associated with my receipt in the GL?

Transaction Number - enter the receipt number into this filter to pull back all transactions associated with the receipt in the GL Transactions tab.

What transactions have been moved off of my project?

Net Zero Item - select "Y" for this filter to view all of the transactions that have been transferred off of your project in the PPM Transactions tab.

What are my high risk transactions for this year?

High Risk Ledger Review - check "Yes" to view all of your high-risk transactions in the PPM Transactions tab. Also select “No” for the Net Zero Item prompt to eliminate transactions that have already been moved off of the project.

What are the invoice details for this transaction?

Drill down on the invoice number in the PPM Transactions tab to be redirected to the invoice details in Oracle.

Who do I contact about an issue with a GL transaction?

The Journal Source on the GL Transactions tab tells you which subledger or other source the transaction came from. Use this field to determine which department to reach out to if you have questions about your transaction. (e.g. if the Journal Source is 'Payables', submit a ticket to IPPS. If the Journal Source is 'Receivables', reach out to Financial Operations. If the Journal Source is 'UCSD UCPath', submit a ticket to the UCPath team). Transactions with a journal source of 'Manual' or 'Spreadsheet' are posted to the GL via a journal.

Which transactions posted to the GL without a project number?

Search by project number '0000000' to view all of your transactions that posted to the GL without a project number. The PPM Transactions tab will not display any data - skip to the GL Transactions tab to view your results! Submit a non-salary cost transfer data request to move non-payroll items to a project. For payroll transactions, perform a direct retro.

High Risk Ledger Review

The High Risk Ledger Review provides a mechanism for departments to select transactions for periodic review. 

This is an acceptable alternative to reviewing 100% of transactions. Select the appropriate filters (accounting periods, financial unit, person roles, etc) and check the High Risk Ledger Review box to acquire transactions needing review. Use the instructions below to complete your review.

Best Practices:

  1. Departments can decide how to run the report, whether by financial unit, project manager, fund manager, etc.
  2. For your high risk ledger review, only review transactions that are not a “net zero item” by selecting "N" for the "Net Zero Item" filter. Net zero items have already been transferred off the project and do not require further cleanup on that project.
  3. Download report to Excel to make notes as to whether transactions are okay or require additional follow-up, as well as provide justification for charges that are questionable but acceptable.
  4. Save files in a shared departmental drive to be referenced as proof of review in the event of an audit.

To download your results:

  1. Click the dropdown arrow on the "Play" button at the top of your report.
  2. Select "Run Excel data." This will download your data with no formatting.

A high risk transaction is determined by meeting one or more of the criteria below. 

Risk Type Definition Objective What to Do

Equipment under dollar threshold

Expenditure type starts with 163003 (Capital Equipment) and the total invoice amount is less than $5,000 Identify expense items that have been misclassified as assets

Look at the line item description to identify what was purchased.  If the purchase does qualify as equipment (acquisition cost => $5,000 and useful life > one year), then okay.

If the item is not equipment, submit a Non Salary Cost Transfer Request for cost correction. 

Select 'The expense or expenditure type on a PO, non-PO, or Concur transaction posted to an incorrect expenditure type/account'

Complete spreadsheet 

High dollar invoice

Total invoice amount is more than $2,500 Ensure purchase was appropriate, item was received, and was properly charged

Subaward invoices and Concur Travel and Expense invoices are reviewed and approved prior to posting in Oracle.  These invoices should be reviewed at a high level to ensure the charges belong on the project.  For example, verify the traveler or reimbursement recipient is associated in some way with the project being charged.  Full transactional review is not required. 

Invoices that are not subcontracts or Concur transactions perform the following: 

  • Review vendor invoices for accuracy by comparing charges to purchase orders or to non-PO request. 
  • Verify that the goods and services purchased have been received by obtaining packing slips. 
  • Review costs to ensure that they are properly classified and recorded. 
  • Review transactions to ensure that expenses are allowable and appropriate. 

Recharge

Expenditure type starts with 770000 or contains "bookstore"

Identify recharges that posted to the wrong project or were charged by a person not associate with the project.

Ensure these costs belong to the project and task and that proper documentation can be obtained in case of audit on these expenses

  • If a link is provided, go to the URL to view detail about the charge.  Identify the person who made the charge and what was purchased to ensure that the cost is allowable and properly accounted to the project 
  • If no information about the charge is provided, contact the recharge facility manager to obtain information about the charge.   
  • If the charge does not belong on the project-task, complete a PPM cost transfer to move it to the correct project-task. View the KBA on How to Initiate a Partial or Full Cost Transfer in Oracle PPM 

Note: For routine recharges such as water cooler rental and mail charges on non-sponsored projects, a less detailed review may be appropriate.

  •  

Transaction posted after project end date

Accounting date is after the project end date

Identify costs that were incurred after the project end date and are therefore unallowable to the award.

  • For invoices, click on the invoice number to view the invoice in OFC.  Open the invoice PDF and identify the invoice date or the date the goods were received or services rendered.  Ensure that the goods were received or services were rendered prior to the end of the award.  If goods were received or services were rendered after the end of the award, move the cost to the appropriate project-task with a PPM cost transfer.
  • For payroll and recharges, verify that the work was performed within the period of performance.  Monthly payroll on awards that end mid-month should be pro-rated such that the award is not charged for work performed on days after the end date.
  • Ensure these costs belong to the project and that proper documentation can be obtained in case of audit on these expenses.
  • If the charges are appropriate, ensure that the expense is recorded as a subsequent expense or pending expense on the project Financial Expense Report in SPARCM. View more about department reporting responsibilities here
  • If the Final Financial Report was submitted to the agency and did not include the cost in question, move the cost to the appropriate project-task with a PPM cost transfer. Cost transfer resources:
  • How to Submit a Direct Retro 

Fabrication cost not on fabrication task

Expenditure type starts with 163001 and the task does not contain the word "fab"

Identify transactions miscategorized as equipment fabrication

Questionable expenditure type on a sponsored project

Expenditure type appears in the questionable expenditure type list defined by SPF and the project is a sponsored project

Verify that transactions are properly accounted and allowable on the award. Allowable charges may require additional justification.

  • Determine whether the correct expenditure type was used and whether the cost belongs to/directly benefits the award.
  • If the incorrect expenditure type was used and the cost does belong on the award, submit a Non Salary Cost Transfer Request for cost correction. 
  • If the cost is unallowable on the award, process a PPM cost transfer.
  • If the correct expenditure type was used and the cost is allowable on the award, contact your award accountant for additional guidance. They may request that you provide backup documentation justifying the allowability of the questionable expenditure type. Documentation may include but not limited to:
    • Copy of the proposal budget and budget justification identifying the expenditure or
    • Justification from the Principal Investigator how the expenditure benefits the project or
    • Approval from sponsor to incur the cost(s)

Misposted Cost Sharing

An external funding source was used with a cost share project or task, or an internal funding source was used with a non-cost share project or task. Cost share project or task defined as one with a burden schedule starting with 'INT.'

Identify and correct transactions that have a mismatch between the funding source and the burden schedule