Consolidated Exceptions Report

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 Budget & Finance. 
3. If using the List View, look for Consolidated Exceptions Report in the list or use the search bar at the top right and click the dashboard name.If using the Card View, click the Exceptions and Reconciliation tab and click Launch on the Consolidated Exceptions Report tile.
4. Use your Active Directory credentials to sign in, if prompted.

Here you can find various tips and tricks on navigating Cognos report functionality

• Use these parameters to filter for the data you want to view
• These filters can be used in combination or individually to produce desired results
  • Accounting Period and Accounting Period Status are optional. If you plan to schedule this report, select ''Closed'' for Accounting Period Status. Note that these two prompts will have no impact on the following reports: Award Roles with Multiple Persons, Project Roles with Multiple Persons, Award Project Role Exceptions. For all other reports, results will display activity through the accounting period selected.
  • Display prompt is required and multi-select. By default, all reports are selected.
  • Fin Unit prompts are multi-select. Make a selection for only one of the three Fin Unit prompts: Fin Unit L3 (School/Division), Fin Unit L4, or Fin Unit.
  • Project and Award prompts allow for filtering by project number and award number.
  • Fund prompts are optional.
  • Project Personnel prompts are optional.
  • These reports display accounting signage. Positive amounts are debits and negative amounts are credits.

Business Scenarios

• 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.

Report Views

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

What To Do

Assets (1XXXXX)

• Receivables (12XXXX): Ensure all customer invoices have been issued and paid.
  • Review your Department AR aging report (BAH -> Accounts Receivable Panorama -> Receivables Aging Report)
  • Search for unapplied cash for your department to claim (BAH -> Accounts Receivable Panorama -> Incoming Payments (Receipts))
  • Submit a claim form to clear the balance (KBA: How to Claim Unidentified Payments (wires, ACHs & checks) 
  • For subledger corrections in the accounts receivable module for invoice chart of account changes, please complete and submit the Subledger Transaction Correction Form 
  • For any other AR inquires, please submit a ticket to Budget and Finance Support (Billing & Receivables -> Oracle Accounts Receivable). 
• Capital Assets (16XXXX): Work with ICA to complete the capitalization process. If expenses were miscoded as capital assets, complete and submit the Subledger Transaction Correction Form to correct the account code or expenditure type. For additional help, Submit a ticket to Budget and Finance Support (Equipment Asset Management -> General Capital Equipment Questions -> Other Equipment Inquiries). 

• Payables: Submit a ticket to Budget and Finance Support (Invoices & Payables -> Supplier Invoices -> Supplier Invoice Status)
  
• UCSD ISIS: Submit a ticket to Budget and Finance Support (Financial Accounting -> Student Accounting -> Account Reapplications)
• Receivables: Submit a ticket to Budget and Finance Support (Billing & Receivables -> Oracle Accounts Receivable -> AR Billing Other) 
• Spreadsheet: Contact the journal creator.

Business Scenarios:

• Sponsored Projects should have miscellaneous receipts posted as a credit to expense or applied towards an invoice.
• This report displays the PPM accounting to reconcile and identify mismatches between the two modules.
  • Clicking on the Original Transaction Reference link will bring you to the receipt in Oracle with the Chart String number.
• Sponsored project receipts should most often be posted and applied to an invoice, not as a credit to expense.
• This report highlights any credits to expense as a potential receipt that may need to be applied to an invoice.
• Credits to expense are posted as a receipt and a negative project cost, use this report to ensure the accounting is in sync and appropriate.

• After identifying a mis-posted miscellaneous receipt end users should complete and submit the Subledger Transaction Correction Form (select Receivables and Cash Management from the dropdown menu)

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

What To Do

• To correct, update award and project personnel using PADUA. For more information, see KB0033940 How to Update Project & Award Data Using PADUA.

Report Views

Award Roles With Multiple Persons

Project Roles With Multiple Persons

Award Project Role Exceptions

Financial Unit

• The report results are broken into different sections by the Project Type: Sponsored, General, Default and Capital.
• The Project Financial Unit column displays the Financial Unit associated with the Project Organization, while the GL Financial Unit column displays the Financial Unit from the GL transaction chartstring.  The report will display any rows where the selected Financial Unit appears as either the Project Financial Unit or the GL Financial Unit.
• The results in the Amount column are hyperlinked to the Transaction Details Report. 

Fund

• The PPM Fund List column displays all funds that are associated with the project. For non-sponsored projects, each task is associated with a fund when the task is created.  For sponsored projects, the fund is derived from the Award Type.  The GL Fund Code column displays the fund from the GL transaction chartstring.  The report will display GL transactions where the GL Fund Code is not included in the PPM Fund List.
• The results in the Transaction Signed Amount are hyperlinked to the Transaction Details Report. 

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

Business scenarios:

Fellowship awards are awards to provide training, not employment. This report is intended to identify potential employment related costs that are charged to fellowship awards and are unallowable

Per eCFR :: 2 CFR 200.466 – Scholarships and student aid costs.

(a) Costs of scholarships, fellowships, and other programs of student aid at IHEs are allowable only when the purpose of the Federal award is to provide training to selected participants and the charge is approved by the Federal awarding agency.

Please work with your SPF Accountant or submit via Services and Support ticket if you have any questions or concerns.

What to do:

Review their appointment to ensure that they are setup as trainees, not employees.

Report Views

• Results display in a default table with the ability to export the result set into a file
• This report does not include transactions that are intended to post with no project segment, such as sponsored fund revenue or cash transactions
• Click on an amount to view the transaction in the Transaction Details Report

What To Do

Transactions on sponsored funds must be posted to a project. Correction of sponsored fund transactions without a project is required. Transactions on non-sponsored funds may be posted to a project or without a project at the department's discretion. To correct identified transactions, complete and submit the Subledger Transaction Correction Form.