Actuals Detail (Between Accounting Periods) Report

This article covers how to run and interpret the Actuals Detail (Between Accounting Periods) report on the Revenue/Expense dashboard.

This user guide assumes basic knowledge of Data Warehouse. View the Data Warehouse Basics guides for more information.

What does this report show?

The Actuals Detail (Between Accounting Periods) report gives you the actual revenue and expenditure transactions for a single month or a specific range of months. It includes: Document Source, Document ID,  Document Date, Journal ID, Journal Date, Line Number, Line Description,  Invoice ID, Vendor/Customer ID, Vendor/Customer Description, Reference,  Reference 1, Reference 2, Fiscal Year, Period, and Actuals.

Accessing the Report

1. Log in to the CSUF Data Warehouse (OBIEE).

2. Click on Dashboards and select Rev/Exp (CFS).

Rev/Exp (CFS) dashboard select

The Rev/Exp (Legacy) dashboard contains the same reports as the Rev/Exp (CFS) dashboard; the data in the Legacy reports is from about summer 2007 - June 2010.

  1. Click on the Dashboards menu in the CSUF Data Warehouse.
  2. Select Rev/Exp (CFS).

3. Click the Actuals Detail (Between Accounting Periods) tab on the Rev/Exp (CFS) dashboard.

Report Overview

The Actuals Detail (between Accounting Periods) report can be run for a specific accounting period or range of accounting periods for a selected Fiscal Year.

When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.

Actuals Detail report

Report Filters

The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.

Leaving a filter blank is equivalent to selecting all available values with transactions associated with them (e.g., if you leave Account blank, your report will show all account codes that have a transaction associated with them).

Revenue Expense Summary Filters
Filter Descriptions
Filter Description
Fiscal Year The beginning calendar year of the Fiscal Year for which you wish to view data (i.e., FY 2017-2018 = 2017).
Accounting Period The specific accounting period or range of accounting periods for which you wish to view data.
Account Type The type of transactions you wish to view: All, Revenue, or Expenditures.
Account Category The category or categories of transactions that you wish to view.
Fund The specific fund code(s) for which you wish to view data along with the name associated with the fund code(s).
Account The specific account code(s) for which you wish to view data along with the name associated with the account code(s).
Program The specific program code(s) for which you wish to view data along with the name associated with the program code(s).
Class The specific class code(s) for which you wish to view data along with the name associated with the class code(s).
Project The specific project code(s) for which you wish to view data along with the name associated with the project code(s).
Division The specific campus division(s) for which you wish to view data.
Sub-Division/College The specific campus sub-division(s) or college(s) for which you wish to view data.
Master Department A Master Department groups several departments together. Use this to select a specific master department for which you wish to view data.
Department The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s).

Report Parameters and Available Column Headers

Just under the report filters are the report parameters and the available columns headers for the report results table.

Revenue Expense Summary parameters

Report Parameters

Business Unit will always be FLCMP (Fullerton Campus).

Fiscal Year will match the Fiscal Year in the report filters.

Period will match the selected Accounting Period(s) in the report filters.

Total Number of Records Retrieved will be the total number of rows in the search results table.

Therefore, the report will be showing transactions for the selected Accounting Period or range of Accounting Periods for the selected Fiscal Year.

Available Column Headers

The following column headers are available for the report results table.

Use the drop-down menus to select the columns you want to see on your report results table.

When you make a selection from one of the drop-down menus, the report will automatically re-run.

Column
Description
Dept ID The Department ID associated with the transaction.
Dept Descr The name associated with the Department ID for the transaction.
Dept Fdescr Both the Department ID and the name associated with the Department ID appear.
Fund The Fund code associated with the transaction.
Fund Descr The name associated with the Fund code for the transaction.
Fund Fdescr Both the Fund code and the name associated with the Fund code appear.
Account The Account code associated with the transaction.
Acct Descr The name associated with the Account code for the transaction.
Acct Fdescr Both the Account code and the name associated with the Account code appear.
Program The Program code associated with the transaction.
Prog Descr The name associated with the Program code for the transaction.
Prog Fdesc Both the Program code and the name associated with the Program code appear.
Class The Class code associated with the transaction.
Class Descr The name associated with the Class code for the transaction.
Class Fdescr Both the Class code and the name associated with the Class code appear.
Project The Project code associated with the transaction.
Project Descr The name associated with the Project code for the transaction.
Project Fdescr Both the Project code and the name associated with the Project code appear.
Level 2 Fdescr This is equivalent to the Division designation.
Level 3 Fdescr This is equivalent to the Sub-Division/College designation.
Level 4 Fdescr This is equivalent to the Master Department designation.

Report Results Table

The second section of the report contains the report results table.

Column Descriptions

Column
Description
Doc Src

The type of transaction. Values include:

  • BIL = Billing Accounting Lines
  • CSU = CSU Accounting Lines
  • HCM = Human Resources Accounting Lines
  • MJE = Manual Journal Entry
  • SFJ = Student Financial Journals
  • VCH = AP Voucher Accounting
  •  YEC = Year End Accruals Accounting Lines
Document ID

For each Doc Src, the document ID is a different type of identification number:

  • BIL = Invoice ID
  • CSU = CSU Batch Number
  • HCM = Run Date (date the process was run)
  • MJE = Journal ID
  • SFJ = Journal ID
  • VCH = Voucher ID
  •  YEC = ID number associated with transaction
Document Date

For each Doc Src, the document date denotes a different type of date:

  • BIL = Invoice Date
  • CSU = Date the process was run
  • HCM = Accounting Date
  • MJE = Date the journal was entered
  • SFJ = Date the journal was entered
  • VCH = Voucher Date
  •  YEC = Date the transaction was entered
Journal ID
The identification number associated with the accounting transaction that is posted to the general ledger.
Journal Date
The date of the journal which determines the accounting period to which the system posts the journal.
Ln Number
The line number on the transaction.
Ln Descr
The line description associated with the transaction.
Invoice ID
The identification number assigned to the invoice associated with this transaction.
Vendor/Customer ID
The identification number assigned to the vendor or customer associated with this transaction.
Vendor/Customer Name
The name of the vendor or customer associated with the transaction.
Reference 1
The line reference for the transaction if entered. May denote a PO# or Work Order #, CashNet Item Code, or other identifying information.
Reference 2
Additional reference information for the transaction. For HCM transactions, this includes FTE statistics amount if applicable. For VCH transactions, this includes the PO ID associated with the transaction.
Fiscal Year
The first calendar year of the fiscal year during which the transaction occurred. (i.e. FY 2018-2019 = 2018.)
Period
The Accounting Period when the transaction was posted.
Actuals
The amount of the transaction.

Need More Help?

For technical assistance with the Data Warehouse, please contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

For questions about getting access to the Data Warehouse or how to use the reports, please contact IT Training at ittraining@fullerton.edu or 657-278-5647.