Ledger Details Report - PS Financials

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Business Process: Querying and Printing Ledger Detail Reports

The Ledger Details expense report displays budgeted expense, pre-encumbrance, encumbrance, expense and available budgeted expense amounts and budgeted revenue, recognized revenue and available budgeted revenue for revenue ledgers for the chosen ChartField criteria at either the cabinet level or department level. There are numerous ways to vary the sequence and criteria for the Ledger Detail reports. The option to include ChartField name descriptions is available. The report can be run for either revenue or expense, but not both at the same time. The following is a basic presentation of an expense Ledger Detail queried at the department level. Since the returned columns are different for revenue and expense reports, another example is included to display a revenue Ledger Detail report run at the cabinet level.

Refer to the Inquiries using Budget Overview document for additional information on navigation.

Create Run Control ID/Find An Existing Run Control ID:

A Run Control ID (or Inquiry Name) is a unique identifier defined by the user to access the Budget Reports. Run Control IDs can be up to 30 characters, cannot contain spaces, are case sensitive and cannot be accessed by other users.

A new value must be created from the Add a New Value tab if a Run Control ID does not exist. For running a broad range of reports in which the criteria will change, we recommend using a single Run Control ID with your NAU User ID as the name. For frequently run reports in which the criteria will not change, another Run Control ID can be created to save the criteria. However, if the criteria is changed, the new criteria is automatically saved in place of the initial criteria.

  • Commitment Control>Budget Reports>Ledger Details

 

 Ledger Details

Add a New Value

Run Control ID: Enter a Run Control ID in this field.

Add

 Ledger Details

Once Run Control ID(s) are created, use the Find an Existing Value tab to search for the appropriate Run Control ID.

Find an Existing Value

Search

Click Run Control ID created.

 

Selecting ChartFields from the ChartField Selection Grid:

The ChartField Selction grid enables you to select the ChartFields combinations you want to view in your report. You will first need to select the appropriate Unit and Ledger Group in the header section and then click Refresh to populate the ChartField Selction Grid.

 Commitment Control Ledger Details Report

 

*Unit: NAUBU for Commitment Control

*Ledger Group: KK_DEP_EXP, KK_DEP_REV, KK_CAB_EXP or KK_CAB_REV for State and Local funds. For this example select KK_DEP_EXP.

Refresh

Click Include CF and Descr for the ChartFields that you want to include values for in your report.

Use the Value field to enter ChartField values for the budgets you want to report.

Enter the Sequence that you would like the ChartFields to appear in your report.

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Note: Not all ChartFields need to be used. The Ledger Group selected must match the appropriate Department (either Cabinet or DepartmentID). A report with no values will return for mismatches between Ledger Groups and Departments.

 Commitment Control Ledger Details Report

Fund: State, designated or auxiliary fund selection; Select a single Fund, a Range of Funds or leave blank for all Funds

Department: DepartmentID or Cabinet depending on the Ledger Group; For KK_DEP_EXP and KK_DEP_REV Ledger Groups enter one DepartmentID or a range of DepartmentIDs. For KK_CAB_EXP and KK_CAB_REV Ledger Groups enter one Cabinet or a range of Cabinets

Account: Expense or revenue at the class or category level depending on the Ledger Group; Class level must be used with the KK_DEP_EXP and KK_DEP_REV Ledger Groups and category level must be used with the KK_CAB_EXP and KK_CAB_REV level Ledger Groups; Enter one Account, a range of Accounts, or leave blank for all Accounts

Program: Program selection for the inquiry; Enter one Program, a range of Programs, or leave blank for all Programs

PC Business Unit: Not used for State and Local funds

Project: Not used for State and Local funds

Activity: Not used for State and Local funds

Sub Dept: Sub DepartmentID related to the DepartmentID; Enter one Sub-DepartmentID, a range of Sub-DepartmentIDs, or leave blank for all Sub-DepartmentIDs

Affiliate: Not used for State and Local funds

Fund Affiliate: Not used for State and Local funds

Budget Period: Budget year selection; Select one Budget Period, a range of Budget Periods, or leave blank for all Budget Periods

Currency Code: No need to select; Will always be USD

Statistical Code: Not used for State and Local funds

Run

Print Ledger Detail Report:

 Process Scheduler Request

*Type: Select Web report type

*Format: Select either PDF report format type to view in PDF or CVS report type to download to Excel

OK

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Note: Default type is Web/PDF

 Commitment Control Ledger Details Report

A Process Instance number below Run indicates that the report is being created.

Process Monitor

 Process List

Refresh

Run Status must be “Success” and Distribution Status must be “Posted”. If not every few minutes press “Refresh” until “Success” and “Posted” status is achieved.

Details

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Note: Reports queried prior to today can be viewed by increasing the number of days in the top row and then pressing the Refresh button.

 Process Detail

View Log/Trace

 View Log/Trace

In File List section select report with appropriate file format.


Sample Report

 Sample Report

The columns on the left side of the report contain the selected ChartFields. The columns on the right side of the report starting with the Ledger Type column are values for the selected ChartFields, and these columns are not changeable.

Ledger Type: Contains budgeted expense, expense, encumbrance, pre-encumbrance and available budgeted expense

Posted Total Amount: Budgeted expense minus expense, encumbrance and pre-encumbrance equals available budgeted expense

print 

You can view the report on the web, print it, save it as a file to your desktop or email it.

Return to Ledger Details Query Page:

 View Log/Trace

Return

 Process Detail

OK or Cancel

Process List

Go back to Ledger Details


Example of Ledger Details Report for KK_CAB_REV:

The following is an example of a revenue Ledger Details run at the Cabinet Level.

 Commitment Control Ledger Details Report

In the Ledger Details grid change the Ledger Group to KK_CAB_REV.

Refresh

Enter the sequences and check the Include CF box and Descr for the red outlined ChartFields.

Run

 Process Scheduler Request

*Type: Select Web report type

*Format: Select either PDF report format type to view in PDF or CVS report type to download to Excel

OK

 Commitment Control Ledger Details Report

Process Monitor

 Process List

Refresh

Run Status must be “Success” and Distribution Status must be “Posted”. If not every few minutes press “Refresh” until “Success” and “Posted” status is achieved.

Details

 View Log/Trace

In File List section select the link with appropriate file format

 Process Detail

View Log/Trace

Sample Report

Sample Report

The columns on the left side of the report contain the selected ChartFields. The columns on the right side of the report starting with the Ledger Type column are values for the selected ChartFields, and these columns ares not changeable.

Ledger Type: Contains budgeted revenue, recognized revenue, and available budgeted revenue columns

Budget: Current budgeted revenue amount

Recognized Revenue: Revenue that has been recorded but not yet collected

Available Budget: Budget revenue minus recognized revenue

Return to Budget Status grid by following the above Return to Ledger Details Report Query Page above.

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