Transaction Details Report

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 Cost Transactions 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 Cost 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 tabs.

• Expenditure Date From
• Expenditure Date To

Transaction Creation Date

• The date the expense loaded to OFC on the project.

•  Expenditure Date From
• Expenditure Date To

Person by Role Prompts

• Click the dropdown menu and start typing the last name.  The menu will jump to the name you are typing.
• Roles include those listed on the "How to Understand and Update Oracle PPM Project Personnel" KBA

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: 

Invoice Number, Expenditure Comment, Customer

Supplier

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

Original Transaction

Reversal Transaction

New Transaction

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.

Did all of my Recharge MCI file submissions post?

To review the recharge recovery (credit), filter by account 775000 - Internal Recharge Credit. The customer (debit) billings will generally utilize the 770000 - Sales and Services Activity Recharge Debit account

How can I search for a transaction based on just a description of it?

Use the “Expenditure Comments” prompt when you don’t have a transaction number, but have some details about the expense that may be used in the expenditure comments. For example:

Payables transactions - search by the item name, description of the item, name of person reimbursed
Receivables transactions - search by case number or other description for cash deposit requests
Recharge transactions - if the recharging unit is utilizing expenditure comments, use the description to search for a particular recharge
ISIS Transactions - search by student PID

What are the outstanding PPM Commitments for my project?

To review all outstanding PPM Commitments on a project, select “PPM Commitments” as the report to display, leave date search options as is (do not select periods), and filter for the project number.

Note: Do not select any other reports if date search options are left blank as this could result in a longer run-time.

Equipment under dollar threshold

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

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

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

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 Perform a Full, Split or Select Multiple Transactions/Costs for a Cost Transfer in Oracle
  • Resources for Salary Cost Transfers/Direct Retros in UCPath. See UCPath Job Aids under Funding
• How to Submit a Direct Retro 

Fabrication cost not on fabrication task

Identify transactions miscategorized as equipment fabrication. Inappropriate use of this expenditure type can have IDC implications.

• Determine whether the transaction is miscoded or whether the transaction is on the wrong task 
• If the transaction is miscoded, 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.
• If the cost posted to the wrong task, process a cost transfer to the correct fabrication task
  •  How to Perform a Full, Split or Select Multiple Transactions/Costs for a Cost Transfer in Oracle
• If a new fabrication task needs to be created, submit a sponsored project or general project change request.
• Learn more about how to create a Project and Task for a fabrication in Oracle PPM. 

Questionable expenditure type on 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

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

• Review the OFC PPM Department Guide to Managing Cost Sharing
• Identify whether the charge has the wrong funding source or is on the wrong project or task
• If the wrong funding source was used, process a cost transfer in OFC to reflect the correct funding source on the costs:
  • Cost Share expenses should have an Internal Funding Source
  • Non Cost Share expense should have an External Funding Source
• If the funding source is correct, but the cost is on the wrong project or task, process a cost transfer to move the charge to the correct project-task.
• Review KBA How to Perform a Full, Split or Select Multiple Transactions/Costs for a Cost Transfer in Oracle
• Resources for Salary Cost Transfers/Direct Retros in UCPath. See UCPath Job Aids under Funding
  • How to Submit a Direct Retro
  • How to Submit a Direct Retro for Work Study
  • How to Submit a Direct Retro with the Salary Cap/MCOP Worksheet