The Budget Transaction Detail Report provides detail information of the following transactions:

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1 BUDGET TRANSACTION DETAIL REPORT The Budget Transaction Detail Report provides detail information of the following transactions: Pre-Encumbrances : Requisitions (taxes not included) Encumbrances : Purchase Orders Expenses: AP Vouchers, Journal Entries, Inventory Transactions. Why use this report? The transactions on this report are not from the General Ledger but the Commitment Control Ledger. The commitment control functionality of Peoplesoft is used by Algonquin to track Pre-Encumbrances, Encumbrances and Expenses. There is more transaction information recorded on the Commitment Control Ledger, so this report can be useful for monitoring detailed expenses, encumbrances and pre-encumbrances. The Budget Overview Inquiry available for monitoring and tracking encumbrances and pre-encumbrances is very complex when there are multiple transactions and accounting periods. The General Ledger Activity Report does not provide any detail on the transaction i.e. vendor name. 1

2 Important Things to Note: The Commitment Control Ledger does not replace the General Ledger. The General Ledger Activity Report and the General Ledger Inquiry reflect the actual posted expenses. Some Peoplesoft terminology : Expenses are recorded on the Commitment Control ledger vs Actuals recorded in the General Ledger Budget Period is required for the Commitment Control Ledger, not Fiscal Period, but they should always be in sync i.e. 2005M01 Budget Period = Period 01 Fiscal Year 2005 YTD is not available on the report, just monthly summary totals Only Pre-Encumbrances, Encumbrances and Expenses are tracked in Algonquin s Commitment Control Ledger. There are no revenues, balance sheet accounts or budgets. The Budget Post Date recorded on the Expended Amount( Expense) on the Budget Transaction Detail Report is not the date the ACTUAL transaction is posted to the General Ledger. It is the accounting transaction date. Accounting transactions are reflected immediately on the Budget Transaction Detail report. This includes journal entries as soon as they are edited and have a valid status of V. Accounting transactions are then posted to the General Ledger usually the next business day, with the exception of on-line Journal Entries that require approval and verification by finance. Therefore, there will be timing differences, but by month end all transactions are reflected in the same month except for on-line journal entries which are not approved by month-end. These will be deleted. For April 2004 some external journals, i.e. the 1 st payroll and some bookstore uploads are not reflected on the Budget Transaction Detail Report. 2

3 Financial Reporting (adm1) captures from Peoplesoft the Actuals from the General Ledger and Encumbrances from the Commitment Control Ledger, as of the end of the previous business day. It does not record pre-encumbrances. When using Financial Reporting remember to choose (1) Commit to see the Committed (Encumbrance) Balances and the Actuals. 3

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5 Navigate: Commitment Control > Budget Reports > Budget Transaction Detail Click Add a New Value TRANS_DETAILS Click ADD Business Unit ALGON Ledger Group COMMIT User Budget Overrides: DO NOT CHECK Transaction Type Option ALL Commitment Control Date Option ALL today s date will default when page is saved Ledger Type Option : Select SELECT from dropdown In the Commitment Control Ledger Type drop down box Select Pre-Encumbrance Click Select Encumbrance Click Select Expense or Recognized Revenue Click REFRESH Account: Check INCLUDE CF and Value to Value For all Accounts (or specify range or choose one account i.e. value to value 44200) Department: Check INCLUDE CF and enter a range of Departments or one Department (i.e. value 284F to value 284F) Budget Period : Check INCLUDE CF and enter Budget Period or Range of Periods Note: This is not fiscal period, i.e. the budget period for April fiscal year 2007 is 2007M01. Click SAVE Click RUN 5

6 Server Name: Click Drop Down and Choose PSNT Click OK Click Report Manager (or navigate: Reporting Tools > Report Manager) 6

7 Click on the ADMINISTRATION tab Click the Refresh yellow button until the Status is Posted Click on the blue Budget Transaction Detail Rep hyperlink to open PDF file to view online or print as required. Note: The reports are cleared weekly from this directory. 7