Skip to main content

System Status: 

GL Project Balances

The GL Project Balances report provides a summary of a project’s ending balances, with information from the GL and PPM.

The GL Project Balances report is available from the Business Analytics Hub (bah.ucsd.edu) under the Projects & Awards tab. Anyone with the Oracle BI Consumer JR role can access the report.

Overview

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. Click the Projects & Awards tab.
  4. Click Launch from the GL Project Balances tile.

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

 

Additional Detail

  1. Accounting Year and Accounting Period are required prompts
  2. Fin Unit prompts are not multi-select. Make a selection for only one of the four Fin Unit prompts: Fin Unit L2 (VC Area), Fin Unit L3 (School/Division), Fin Unit L4, or Fin Unit.
  3. Fund prompts are cascading. Fund L3 can be filtered by the selection made for Fund L4 and Fund Code can be filtered by the selection made for Fund L3
  4. Project prompts allow for filtering by project type, project status, project reporting category, project classification, and project number. Note that use of any of these prompts will eliminate project 0000000 – no project
  5. This report displays financial statement signage. Positive balances represent funds available to spend. Positive resources and non-operating transfers represent an increase in funds. Positive expenses represent a decrease in funds.
  6. This report includes values for Project 0000000 – No Project
  7. This report is not recommended for viewing Sponsored Project balances

Summary by Fin Unit, Project, Fund

  • Results display in a table with Accounting Period, Fin Unit code and name, Project code and name, Fund code and name, and 9 amount columns
  • Click on Project to view project details on the Expanded Project Summary.
  • Click on an amount to view a breakdown by account code.
  • Then, click on amounts to view transaction details.

Screen-Shot-Summary.JPG

Screen-shot-account-drill-thru.JPG

Ending Balances by Month

  • The report displays a balance for each month up to and including the accounting period selected within the accounting year selected.
  • Results display in a table with Fin Unit code and name, Project code and name, Fund code and name, and Ending Balance amounts for each accounting period displayed.
  • After updating any of the three prompts, click “Finish” to refresh the report.

Picture-1.png

Ending Balances by Year

  • The report displays a balance for the accounting month selected for each accounting year up to and including the year selected.
  • Results display in a table with Fin Unit code and name, Project code and name, Fund code and name, and amounts for each accounting month column displayed.
  • After updating any of the three prompts, click “Finish” to refresh the report.

Picture-2.png

Frequently Asked Questions

  1. How can I view commitment details, payroll details, and payroll projection details about a specific project?

By clicking on the Project Code and Name. This will open a new page to the Expanded Project Summary report to view year to date expenditures by month, cost details, commitment details, payroll details, and payroll projections.

  1. How can I view account details about YTD Resources, YTD Non-Operating Transfers, YTD Expenses, and YTD Capital Assets?

By clicking on the amount. This will open a new page that summarizes YTD amounts by account code.

  1. How can I view transaction details behind these numbers?

After clicking on the amount to view account details, you can also drill down on the amount associated with each account code to view details in the Transaction Details report.

  1. Why is another Fin Unit’s project showing up on my report?

The most likely reason for this is that a journal transfer was processed on the project using your Fin Unit code. In these cases, you must work with the project owning department to resolve the discrepancy. Once the discrepancy is resolved, the project will continue to appear on the report, but the balance should be $0.