General Ledger Detail

Overview

The General Ledger Detail report displays key details about individual transactions with these measures:

  • Authorized Budget Amount
  • Encumbrances Amount
  • Actuals Amount

You can use this report after each monthly close to verify each and every transaction that posted to your general ledger or to view selected transactions by using the Dashboard and General Ledger Detail Prompts at the top. The Document ID will help you find a given transaction in BFS if there needs to be an update or correction. With this report, you can answer questions such as:

  • Which expense journals were prepared by a specific employee during a specific date range?
  • Which revenues posted in July of this year for the Contracts & Grants fund group?

This report currently shows only actual transaction details. Account 30000 – Beginning Fund Balance is excluded because it doesn't have actual transaction details.

Report

Report Views

  • Default includes Accounting Period, Dept ID, Fund, Account, Journal Date, Document ID, Description, Detailed Description, Reference, Approver Name, Preparer Name, Authorized Budget Amount, Encumbrance Amount, and Actuals Amount.
  • Expanded includes all of the fields in the default view plus CF1 Code, CF2 Code, and Program Code.
  • You can exclude columns, move columns, change the sort order of data within a column, and include these columns that aren’t present in a report.

Drill Down

The data is displayed at the transaction level so the values are not drillable.

Prompts

Dashboard Prompts

  • To run this report, you must select at least one dashboard prompt in addition to the 4 required prompts that are identified with an * and are selected by default.
  • For best performance, it is recommended that you select additional prompt(s) to limit the results. Filtering on Org and/or Account is recommended.

General Ledger Detail Prompts

In addition to the Dashboard Prompts that apply to all reports in the General Ledger Reporting dashboard, this report allows you to select prompts that are specific to General Ledger Details. For explanations of these prompts, see the General Ledger Reporting Data Dictionary.

  • Employee ID
  • Transaction Type
  • Preparer Name
  • Journal ID
  • Posted Date
  • Journal Date
  • Payroll Period End Date
  • Document Date

User Experience Tips

  • To search by Employee ID or Journal ID without adding additional prompts, first click "Apply" in the top section of prompts (Dashboard Prompts). Once you have received a message stating that your query has returned no results, add the value in question to the Journal ID or Employee ID prompt and click "Apply" on the lower section of prompts (Page Prompts).
  • If you want to search transactions where there isn't an Employee ID attached, type or select "-" instead of "NULL". "NULL" returns no results".
  • The Journal ID prompt is case-sensitive.
  • To look for journal IDs that begin with or end with or contains a certain set of characters, choose "is like" and then put [characters]% for begins with, %[characters] for ends with, %[characters]% for contains. For example: BB103%
  • For date prompts, if you mean to say December 31, 2017, type 12/31/17 or 12/31/2017 but not 31/12/17 nor 31/12/2017.
  • Visit the data dictionary for prompt and column definitions.
  • When exporting data, keep in mind that the export limit is 120,000 rows. If your query is particularly large, you may find that only a subset of the total report up to 120,000 rows gets exported. In order to export all rows successfully, filter your search to what you need such that your result set is within the limit. You can also run your query in batches instead, for example a couple months or Dept IDs at a time.
  • This report shows lines where values are $0 for all monetary columns in order to show journals where two lines with the same chartstring cancel each other out. Adding Journal Line Number to show these journals is not feasible because it poses performance issues.

Tying the Data between Reports

  • This report ties to the General Ledger Summary report when you omit Account 30000 and Transaction Type Code = 0 amounts from General Ledger Summary, and this report has all accounting periods selected through the accounting period selected in General Ledger Summary.

FAQs

How long does it typically takes CalAnswers to reflect any direct retros?

Once the direct retro reflects in BFS, it shows in Cal Answers the next day unless there are issues the Controller's Office needs to resolve. For example, if a direct retro reflects in BFS on 4/1/20, it would show in Cal Answers on 4/2/20.

As for how long it takes for the direct retro to be approved in UCPath and reflect in BFS, there isn't a clear process or timeline communicated on the UCPath site. The answer to "How are Direct Retros processed?" says "Commitment Accounting (CA) process will run to post fully approved Direct Retros several times per week."

This UCPath Service Target Presentation that provides clearer guidelines on how long it'll take processes to complete. It seems direct retros fall under the Common or Repeatable category.