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Department Exceptions Panorama

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

The Department Exceptions Panorama is available from the Business Analytics Hub (bah.ucsd.edu) under the Exceptions and Reconciliation tab.

The dashboard includes:

- Transactions Incorrectly Posted to UCPath Specific Funds (CVR)
- SP Funds Require Project Number in GL (CVR)
- Incorrect PPM Budget Resources
- Project Transaction Controls
- Generate Invoice Process Errors - Non-Sponsored
- Non-Sponsored Contract Lines Without Project or Task
- Non-Sponsored Contracts Without Revenue Account or Fund
- Non-Sponsored Generate Revenue Process Errors
- Non-SP Contract AR COA Billing Exceptions
- Non-SP Contract PPM COA Billing Exceptions
- Non-SP Projects with DFF Exceptions
- Project Task Owning Org Mismatch
- Project Mismatch
- BPM Reports
- Uncleared Concur AP Credit Memos
- Project Setup to GL Match Errors
- Transactions on No Project
- GL-PPM Receivables
- Closed Projects with GL Balance
- Multiple Project Roles
- Salary on Fellowship Award
- Misposted Misc Receipts on SP

Access

Access has been provisioned to anyone with standard inquiry and reporting access. Staff who do not have access should complete the Oracle and Concur Role Requests Form. Access failure typically appears as an inability to load prompt values.

  1. Navigate to bah.ucsd.edu. 
  2. Select Budget & Finance
  3. If using the List View, look for Department Exceptions Panorama in the list or use the search bar at the top right and click the dashboard name  
  4. If using the Card View, click the Exceptions and Reconciliation tab and click Launch on the Department Exceptions Panorama tile 
  5. Use your Active Directory credentials to sign in, if prompted.

Transactions Incorrectly Posted to UCPath Specific Funds (CVR)

Business Scenarios

  • The purpose of this report is to track transactions that were incorrectly posted to UCPath specific funds

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

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Report Views

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

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What to Do

  • To correct, reach out to where the transaction originated from to have it adjusted (AP, AR, journal source, etc.)

SP Funds Require Project Number in GL (CVR)

Business Scenarios

  • All expenditure transactions should post to the GL with project chart string on sponsored project funds.

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

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Report Views

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

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What to Do

  • To correct, submit a cost transfer data request with POETAF fields filled out so that the expenditure will show up on the correct project in PPM.

Incorrect PPM Budget Resources

Business Scenarios

  • The Incorrect PPM Budget Resources report will display any PPM Budgets with resource categories that do not match UCSD Expenditure Categories
  • Using these Oracle categories is not recommended and can impact the view of other reports
  • Use the Incorrect PPM Budget Resources report to identify both sponsored and general project budgets needing correction

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

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Report Views

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

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What to Do

  • For sponsored projects, Financial Resources may represent restricted balances. Please check with your SPF accountant before re-budgeting

Project Transaction Controls

Business Scenarios

  • This report allows you to compare the project template controls to the specific project and show total of costs that may have posted to those controls.
  • Project transaction controls are available for Sponsored Projects and Capital Projects. Transaction controls are used to specify the type of transactions that are non-chargeable for the project and tasks. The list of unallowable expenditure types can be viewed by navigating to Projects, search for the desired project, from the menu click Manage Project Financial Settings, and select Transaction Controls.
  • List of Project Transaction codes unallowable on federal awards.

 

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

DEP prompts

 

Report Views

  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules.

DEP report project columns

DEP report template columns

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 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-SP Contract AR COA Billing Exceptions

Business Scenarios

  • Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
  • Identify non-sponsored project contracts revenue with invoices that have an incorrect revenue fund, account, or project (no project) assigned

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

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Report Views

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

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What to Do

  • Accounting Rules:
    • Contract revenue account should match the revenue on the event
    • Contract fund should match the fund on the event and invoices
    • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
  • To correct:
    • Create Credit memo: KB0033271
    • Amend contract: KB0033499
    • Submit S&S ticket to FinOps AR team

Non-SP Contract PPM COA Billing Exceptions

Business Scenarios

  • Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
  • Identify non-sponsored contract revenue and invoices that have an incorrect revenue fund, account, or project (no project) assigned
  • Sponsored projects billing and accounting is monitored by SPF

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

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Report Views

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

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What to Do

  • Accounting Rules:
    • Contract revenue account should match the revenue on the event
    • Contract fund should match the fund on the event and invoices
    • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
  • To correct:
    • Create Credit memo: Link to KBA
    • Amend contract: Link to KBA
    • Submit S&S ticket to FinOps AR team

 

Non-SP Projects with DFF Exceptions

Business Scenarios

  • This report shows the setup elements of General or Capital Projects with a fund or function that may be incorrect.
  • All project tasks must have a fund and function. Program and Location are optional. These are important so that any costs are posted, post accurately.
  • Function 800 is generally not acceptable, but could be in specific use cases-please contact ICA for more information
  • Fund 00000 or blank is never allowed
  • Use this report to review any projects that are setup incorrectly and then submit a ticket to PPM-SD to close the project or update the task with the correct information.  If you need to end the task, you can do so through PADUA

Data Selection and View Options

  • Use these parameters to filter for the data you want to see

non-sp-proj-data.png

Report Views

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

non-sp-proj-report.png

Project Task Owning Org Mismatch

Business Scenarios

  • The Project Owning Organization drives Subledger Accounting Rules (SLAs)
  • Task Owning Organization does not impact accounting but can be used in reporting
  • Mismatches are identified on the basis of:
  • Tasks where the task owning organization is different from the project owning organization**this may not be in error, but is reported for departments that do not want this differentiation
  • Tasks where the task owning organization is UC San Diego
  • Projects where the project owning organization is UC San Diego

Data Selection and View Options

  • Use these parameters to filter for the data you want to see

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Report Views

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

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What to Do

  • Use this report to identify Projects or Tasks with wrong or potentially wrong owning organization.
  • Update the Task Owning Organization in PADUA 2.0. Submit a services and support ticket to update incorrect project owning organization. 

BPM Aged Items

Business Scenarios:

  • This report identifies the approval state/status of contracts, invoices, budgets, and project cost transfers.
  • Worklist items become stale/stuck if not acted on in a timely manner.

What to Do:

  • Identify items pending approval and resolve before they become stale.

Report View:

 

bpm-aged-items.pngbpm-budget-approved.pngbpm-cost-transfers.pngbpm-invoice.png

Project segment vs PPM Project transactions

Business Scenarios

  • This purpose of this report is to identify transactions where a single cost has one project number in PPM and another in GL. This could be a different project number or 0000000.
  • Oracle allows transactions to be posted directly to the GL separately from POETAF posting. Need to ensure that expenses in PPM with project number are reflected in GL with same project number.

What to do

  • After identifying a mis posted transaction users should submit a services and support ticket to correct the string and adjust the project number

Report View:

 project-mismatch.png

Multiple Project Roles

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

Data Selection and View Options

multipleprojroles.png

Report Views

Salary on Fellowship

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:

dept-salary-rv.png

Misposted Misc Receipts on SP

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.
What to Do:
  • After identifying a mis-posted miscellaneous receipt end users should submit a services and support ticket to cashier's office in order to apply the receipt.

 

miscreceipts-support.png
Helpful Links:

 

Report View:

misc-receipts.png

Uncleared Concur AP Credit Memos

Business Scenarios

This report displays Credit Memo details from Oracle Financials Cloud (OFC), created by Concur Expense Reports with a net amount owed by the employee as a result of Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset.

Notes:

  • A Credit Memo is generated if two conditions are met: (1) the Concur expense report must be approved and have the final status of “Sent for Payment”, and (2) the “Total Owed by Employee” amount is greater than $0.00 from the Concur expense report, as displayed in Report Totals under Report Details.
  • Concur will automatically net any reimbursements owed to the employee within the same expense report with an amount greater than that of any Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset, and pay the employee the difference. In this instance, the Total Owed by Employee would be $0.00 and a Credit Memo would not be generated.
  • OFC will automatically net reimbursements from separate invoices/expense reports where the amount of one or more of the invoices/expense reports is greater than the uncleared Credit Memo. This will result in paying the difference between those transactions.  In this instance, a Credit Memo will automatically be cleared and the employee will not need to deposit a check.
  • OFC will not net reimbursements from separate invoices/expense reports where the total amount of the invoices/expense reports is less than the uncleared Credit Memo. The sum total of the invoices must be greater than the Credit Memo in order for OFC to offset the transactions.
  • Credit Memos created as a result of Cash Advance Returns are listed under Financial Unit 5000051. Run this Financial Unit to identify individuals who have outstanding Cash Advance Returns. An enhancement request has been submitted to change the Financial Unit code.
  • Note that an alternative solution is being explored to improve this process in the long term.

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

creditmemos-dataselect.png

Report Views

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

creditmemos-rv.png

What to Do

  • To clear an outstanding Credit Memo, the employee would need to submit a check to the Cashier’s office and fill out a Cashier’s Deposit Form through Services & Support. Include the employee name and the Invoice (Credit Memo) Number or Concur Report ID in the comments. Follow this KBA to use the correct chart string (see Step C) for the deposit
  • Do not submit a check if there is another expense report where the employee is owed funds greater than the Credit Memo amount (without the negative sign). OFC will automatically net the reimbursement with the Credit Memo and pay the employee the difference. 

Release Notes & Communications

Date Release Notes & Communications
06/13/2023 Budget & Finance Weekly Digest

Misposted Miscellaneous Receipts on Sponsored Projects:

  • Sponsored Projects should have miscellaneous receipts posted as a credit to expense or applied towards an invoice.
  • 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.
4/25/2023 Budget & Finance Weekly Digest

BPM Aged Items:

This report identifies the approval state/status of contracts, invoices, budgets, and project cost transfers. Worklist items become stale/stuck if not acted on in a timely manner.

Misc receipts on SP that might be wrong:

Sponsored Projects should have miscellaneous revenue posted as a credit to expense or applied towards an invoice. This report displays the miscellaneous receipt accounting and PPM accounting to reconcile and identify mismatches between the two modules.