Transaction Details Report
The Transaction Details report provides detailed information about transactions posted to the Oracle General Ledger and PPM subledger. It also provides detailed information about outstanding PPM Commitments.
The Transaction Details report allows users to:
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- Simultaneously search for both PPM and General Ledger transactions using a single set of prompts.
- Identify transactions on projects associated with any person role.
- Search for transactions associated with a particular Payables or Receivables invoice number, PO number, receipt number, original transaction reference number, or PPM transaction number.
- Eliminate or isolate transactions that have been cost transferred off of a project in PPM.
- Identify all revenue transactions without having to select all revenue account codes.
- 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.
- Identify all PPM Commitments for the Fin Unit, project, or other specified combination of fields.
- Perform a High-risk Ledger Review to identify high-risk transactions requiring review under pre-defined criteria.
- High-risk expenditure types on sponsored projects
- Costs posted after the project end date
- Recharge costs
- Fabrication costs on non-fabrication tasks
- Invoices under $5,000 coded as equipment
- Misposted cost sharing transactions
- Invoices greater than $2,500
- Simultaneously search for both PPM and General Ledger transactions using a single set of prompts.
The report consists of 4 tabs:
- PPM Transactions: Displays expenditure transactions in PPM
- PPM Cost Transactions Condensed: Displays expenditure transactions in PPM with the most commonly used information about transactions.
- PPM Commitment Details: Displays outstanding PPM Commitments.
- GL Transactions: Displays asset, expense, liability, revenue, and fund balance transactions in the GL
- 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.
Access
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."
- Navigate to bah.ucsd.edu.
- Select Budget & Finance.
- If using the List View, look for Transactions Details in the list or use the search bar at the top right and click the dashboard name
- If using the Card View, click the Budget & Financial Management tab and click Launch on the Transaction Details tile
- Use your Active Directory credentials to sign in, if prompted.
Navigation
Display Reports
PPM Condensed |
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PPM Full |
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PPM Commitments |
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GL Table |
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Date Parameters
Date Search Options | What to Know | Additional Prompts to Fill Out |
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Original Accounting Period |
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Most Recent Accounting Period (PPM Cost Transactions Only) |
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Expenditure Item Date (PPM Only) |
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Transaction Creation Date |
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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 | ||||||||
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Person by Role Prompts |
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Fin Unit/Project Organization |
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Transaction Number |
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Invoice Number, Expenditure Comment, Customer |
Enter any part of the invoice number, expenditure comment, or customer name. These prompts use the "contains" function so that you don't have to enter the entire value. |
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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 |
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High Risk Ledger Review |
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Net Zero Item |
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Project-Task |
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PPM Cost Transactions Tabs
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 | Transferred From Transaction Number | Transferred from Project and Task | Transferred to Transaction Number | Transferred to Project-Task Code | Adjusted Transaction Number | Reversal Transaction Number | Net Zero Item |
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Original Transaction |
A | 123 | $100 | 789 | B | 456 | Y | |||
Reversal Transaction |
A | 456 | -$100 | 123 | Y | |||||
New Transaction |
B | 789 | $100 | 123 | A | N |
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.
PPM Commitment Details Tab
The PPM Commitment Details tab is a single space where users can view outstanding PPM Commitments. This report does not include commitments where the total amount for the Project, Task, Funding Source, Expenditure Type, and Expenditure Item Date combination is $0.
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 |
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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:
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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.
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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:
- Departments can decide how to run the report, whether by financial unit, project manager, fund manager, etc.
- 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.
- 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.
- Save files in a shared departmental drive to be referenced as proof of review in the event of an audit.
To download your results:
- Click the dropdown arrow on the "Play" button at the top of your report.
- 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 |
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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 |
Transaction 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. Transactions that are not subcontracts or Concur transactions perform the following:
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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 |
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. |
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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. Inappropriate use of this expenditure type can have IDC implications. |
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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. |
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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 |
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