Fund Activity Report - Detail - File Layout and Data Mapping

Use the OH Fund Activity - Detail Report to display comprehensive fund activity, including beginning balances, revenue/receipts with individual transaction details, budget/expenditures with individual payment details, and outstanding encumbrance details. This report provides a complete audit trail of all cash flow transactions for each fund.

The default file name for the Fund Activity Detail Report is OH Fund Activity_Detail Report_<MMDDYYYY_hhmmss>.pdf.

The report is organized by Fund, with each fund containing:

Fund header with beginning balance.
Revenue/Receipts section:
- Account-level summary rows
- Detail Receipts subsection with individual transactions per account.
- Revenue totals
Budget/Expenditures section grouped by Host Budget Code:
- Host budget code header with budget total.
- Account-level summary rows
- Detail Expenditures subsection with individual payment transactions.
- Outstanding Encumbrances subsection with individual encumbrance details.
- Host budget code remaining balance
Fund footer with cash balance calculations (Total Cash Expenditures, Total Cash Balance, Less O/S Encumbrances, Unencumbered Balance).

The report contains the following sections:

Report Header

The following table shows the field names, descriptions, and data sources or valid values for the Report Header section of the Fund Activity Detail report.

Field Name	Description	Data Source or Valid Values
Application Name	The software vendor that supplied this package.	Retrieved from the Company field on the Fund Accounting Profile page.
Page Number	The report page number.	System-generated during report generation.
Date	The current date when the report is generated.	System-generated during report generation.
Employer Name	Your organization’s name.	Retrieved from the Client field on the Fund Accounting Profile page.
Time	The current time when the report is generated.	System-generated during report generation.
State Report Name	The report name.	The valid value is OH FUND ACTIVITY - SUMMARY REPORT.
Selection Criteria	The fund selection criteria, fiscal year, and period range entered by the user. Format: FUND: [value]; Year: [YYYY]; Period: [1/YYYY] - [PP/YYYY]	Retrieved from the Fund, Year, and Period fields on the OH Fund Activity Report page.

Fund Header

This section repeats for each fund.

The following table shows the field names, descriptions, and data sources or valid values for the Fund Header section of the Fund Activity Detail report.

Field Name	Description	Data Source or Valid Values
Fund/SPCC	Displays "FUND/SPCC:" followed by the three-digit fund code, a hyphen, and the four-digit SPCC (Special Purpose Cost Center) code.	Retrieved from the fund field in the GENLEDGR table.
Description	The key organization description.	Retrieved from the Title field on the Organization Chart page for the corresponding fund.
Beginning Balance as of July 1	The cash balance at the start of the fiscal year.	Retrieved from the trans_amt field in the TRANSACT table for the fund's beginning cash balance transaction.

Section 1: Revenue/Receipts Table (tblRevenueData)

The Revenue/Receipts Table section contains the following sub-sections:

Revenue Account Summary Row

The following table shows the field names, descriptions, and data sources or valid values for the Revenue Account Summary Row sub-section in the Revenue/Receipts Table section of the Fund Activity Detail report.

Column Header	Field Name	Description	Data Source or Valid Values
REVENUE/RECEIPTS	Fund/Account	The fund code and revenue account code combination, displayed in the format [Fund]-[Account]. This identifies the specific revenue account within each fund.	The Fund code is retrieved from the FUND/SCC field on the Organization Chart page. The Account code is retrieved from the Account field on the Revenue Budgets page.
DESCRIPTION	Description	The descriptive title for the revenue account.	Retrieved from the Title field on the Organization Chart page. If this field is blank, it is retrieved from the Title field on the Account List page.
BUDGET	Budget	The total budgeted revenue amount for the account. This represents the expected or estimated revenue for the fiscal year.	Calculated during report processing by summing the budget fields (bud1 through bud13) from the Revenue Ledger (revledgr) table for the selected accounting periods.
MTD	MTD	The Month-to-Date revenue amount. This is the actual revenue received for the current accounting period.	Retrieved from the period-specific revenue field (e.g., exp1 through exp13) in the Revenue Ledger (revledgr) table corresponding to the Period selected on the OH Fund Activity Report page.
YTD	YTD	The Year-to-Date revenue amount. This is the cumulative actual revenue received from the beginning of the fiscal year through the selected period.	Calculated during report processing by summing the period revenue fields (exp1 through the selected period) from the Revenue Ledger (revledgr) table.
ENC	ENC	The encumbered revenue amount (Year-to-Date). This is the total outstanding revenue encumbrances for the account. Revenue encumbrances represent anticipated revenue that has been committed but not yet received.	Retrieved from the encumbrance fields (enc1 through enc13) in the Revenue Ledger (revledgr) table.
BALANCE	Balance	The remaining available balance for the revenue account. This represents the difference between the budgeted revenue and the sum of actual receipts and encumbrances, indicating the amount of revenue still expected to be received.	Calculated during report processing as: Budget - YTD - ENC.

Detail Receipts Subsection (tblRevenueTransactionDetails)

For each revenue account, a "DETAIL RECEIPTS:" section displays individual transactions.

The following table shows the field names, descriptions, and data sources or valid values for the Detail Receipts sub-section in the Revenue/Receipts Table section of the Fund Activity Detail report.

Column Header	Field Name	Description	Data Source or Valid Values
DATE	Transaction Date	The date the revenue/receipt transaction was posted.	Retrieved from the trans_date field in the TRANSACT table.
DESCRIPTION	Description	The description of the receipt transaction.	Retrieved from the description field in the TRANSACT table.
PAYER	Payer	The name of the entity that made the payment.	Retrieved from the vendor_name field in the VENDOR table (joined via TRANSACT).
RCPT/JE #	ReeiptOrJeNumber	The Receipt number or Journal Entry (JE) number that identifies the transaction.	Retrieved from the invoice field in the TRANSACT table.
AMOUNT	Amount	The dollar amount of the receipt. Revenue transaction codes 20 and 21 are shown as negative amounts (reversed receipt); all others are positive.	Retrieved from the trans_amt field in the TRANSACT table.

The Detail Receipts Footer contains the Amount (Total). This value is calculated during report processing by summing all detailed receipt amounts for the account.

Revenue Section Footer

The following table shows the field names, descriptions, and data sources or valid values for the Revenue Section Footer sub-section in the Revenue/Receipts Table section of the Fund Activity Detail report.

Field Name	Description	Data Source or Valid Values
Total Cash Receipts	The sum of year-to-date (YTD) revenue for all revenue accounts in the fund. Equals total cash receipts for the fund for the report period.	Calculated by summing all YTD revenue amounts for the fund.
Total Amount (Cash Totals)	Same fund-level total as Total Cash Receipts, shown in the Cash Totals column. Used as the revenue total that ties to the report’s cash totals.	Calculated by summing all YTD revenue amounts (same as Total Cash Receipts).

Field Name

Description

Data Source or Valid Values

Total Cash Receipts

The sum of year-to-date (YTD) revenue for all revenue accounts in the fund.

Equals total cash receipts for the fund for the report period.

Calculated by summing all YTD revenue amounts for the fund.

Total Amount (Cash Totals)

Same fund-level total as Total Cash Receipts, shown in the Cash Totals column.

Used as the revenue total that ties to the report’s cash totals.

Calculated by summing all YTD revenue amounts (same as Total Cash Receipts).

Section 2: Budget/Expenditures Table (tblExpenditureData)

The Budget/Expenditures Table section contains the following sub-sections:

Host Budget Code Subheader

Field Name	Description	Data Source or Valid Values
Host Budget Code	The budget organization code that groups related expenditure accounts for budget tracking. This code represents a higher-level budget category that organizes multiple expenditure accounts. Expenditure accounts are linked to host budget codes to facilitate budget monitoring and the calculation of remaining balances at the budget code level.	Retrieved from the budget_orgn field in the Expenditure Ledger (expledgr) table.
Budget	The total budgeted expenditure amount for all accounts under the host budget code. This represents the total amount of the appropriated budget available for spending within this budget category.	Calculated by summing all budget period fields (bud1 through bud13) from the Expenditure Ledger (expledgr) table for all records matching the host budget code (budget_orgn) and fiscal year.

Field Name

Description

Data Source or Valid Values

Host Budget Code

The budget organization code that groups related expenditure accounts for budget tracking.

This code represents a higher-level budget category that organizes multiple expenditure accounts.

Expenditure accounts are linked to host budget codes to facilitate budget monitoring and the calculation of remaining balances at the budget code level.

Retrieved from the budget_orgn field in the Expenditure Ledger (expledgr) table.

Budget

The total budgeted expenditure amount for all accounts under the host budget code.

This represents the total amount of the appropriated budget available for spending within this budget category.

Calculated by summing all budget period fields (bud1 through bud13) from the Expenditure Ledger (expledgr) table for all records matching the host budget code (budget_orgn) and fiscal year.

Expenditure Account Summary Row

The following table shows the field names, descriptions, and data sources or valid values for the Expenditure Account Summary Row sub-section in the Budget/Expenditures Table section of the Fund Activity Summary report.

Column Header	Field Name	Description	Data Source or Valid Values
BUDGET/EXPENDITURES	Fund/Account	The full organization key and expenditure account code combination, displayed in the format [Organization]-[Account]. This identifies the specific expenditure account within the organization structure.	The organization key is retrieved from the key_orgn field in the Expenditure Ledger (expledgr) table, which includes the fund and cost center components. The account code is retrieved from the Account field on the Expenditure Budgets page.
DESCRIPTION	Description	The descriptive title for the expenditure account.	Retrieved from the Title field on the Organization Chart page. If this field is blank, it is retrieved from the Title field on the Account List page.
BUDGET	Budget	The total budgeted expenditure amount for the account. This represents the appropriated budget available for spending in this account.	Calculated by summing the budget fields (bud1 through bud13) from the Expenditure Ledger (expledgr) table for the selected accounting periods.
MTD	MTD	The Month-to-Date expenditure amount. This is the actual expenditures posted for the current accounting period.	Retrieved from the period-specific expenditure field (e.g., exp1 through exp13) in the Expenditure Ledger (expledgr) table corresponding to the Period selected on the OH Fund Activity Report page.
YTD	YTD	The Year-to-Date expenditure amount. This is the cumulative actual expenditures from the beginning of the fiscal year through the selected period.	Calculated by summing the period expenditure fields (exp1 through the selected period) from the Expenditure Ledger (expledgr) table.
ENC	ENC	The encumbered amount (Year-to-Date). This is the total outstanding encumbrances for the account. Encumbrances represent committed funds for purchase orders and contracts that have not yet been paid.	Calculated by summing the encumbrance fields (enc1 through enc13) from the Expenditure Ledger (expledgr) table.
BALANCE	Balance	The remaining unencumbered balance for the expenditure account. This represents the budget remaining for new spending after accounting for actual expenditures and outstanding encumbrances.	Calculated as: Budget - YTD - ENC.

Detail Expenditures Subsection (tblExpenditureTransactions)

For each expenditure account, a "DETAIL EXPENDITURES" section displays individual transactions.

The following table shows the field names, descriptions, and data sources or valid values for the Detail Expenditures sub-section in the Budget/Expenditures Table section of the Fund Activity Summary report.

Column Header	Field Name	Description	Data Source or Valid Values
DATE	Transaction Date	The date the expenditure transaction was posted.	Retrieved from the trans_date field in the TRANSACT table.
DESCRIPTION	Description	The text description of the expenditure transaction.	Retrieved from the description field in the TRANSACT table.
VENDOR	Vendor	The name of the vendor or payee for the expenditure.	Retrieved from the vendor_name field in the VENDOR table (joined via TRANSACT).
VENDOR #	VendorNumber	The vendor number.	Retrieved from the vendor_no field in the TRANSACT table.
PO/JE #	PurchaseOrder	The purchase order number or journal entry (JE) reference for the transaction	Retrieved from the enc_no field in the TRANSACT table. Purchase Order number or Journal Entry number.
CHECK #	Check	The check number used to pay the expenditure, when the payment was made by check.	Retrieved from the check_no field in the TRANSACT table.
AMOUNT	Amount	The dollar amount of the expenditure. Transaction code 24 is shown as a negative amount (reversed expenditure); other expenditure codes are positive.	Retrieved from the trans_amt field in the TRANSACT table.

The Detail Expenditures Footer contains the Remaining Balance. This value is calculated during report processing by summing all detailed expenditure amounts for the account.

Outstanding Encumbrances Subsection (tblEncumberanceDetails)

For each expenditure account with outstanding encumbrances, an "OUTSTANDING ENCUMBRANCES" section is displayed.

The following table shows the field names, descriptions, and data sources or valid values for the Outstanding Encumbrances sub-section in the Budget/Expenditures Table section of the Fund Activity Summary report.

Column Header	Field Name	Description	Data Source or Valid Values
DATE	Transaction Date	The date of the encumbrance (obligation) transaction.	Retrieved from the date_enc field in the TRANSACT table (encumbrance date).
DESCRIPTION	Description	The text description of the encumbrance.	Retrieved from the description field in the TRANSACT table.
VENDOR	Vendor	The name of the vendor or payee for the encumbered amount.	Retrieved from the vendor_name field in the VENDOR table.
VENDOR #	VendorNumber	The vendor number.	Retrieved from the vendor_no field in the TRANSACT table.
PO/JE #	PurchaseOrder	The purchase order or encumbrance document number for the obligation.	Retrieved from the enc_no field in the TRANSACT table.
AMOUNT	Amount	The remaining encumbered amount for the obligation. This represents the remaining unliquidated encumbrance balance.	Calculated value. For each encumbrance: Sum of trans_amt where TC in ('17','18') minus Sum of liquid where TC not in ('17','18').

The Outstanding Encumbrances Footer contains the Remaining Balance. This value is calculated during report processing by summing all outstanding encumbrance amounts for the account.

The Host Budget Code Footer contains the Remaining Balance for [HostBudgetCode]. This value is calculated during report processing by summing all Balance amounts (Budget - YTD - ENC) for all accounts within the host budget code.

Expenditure Section Footer

This section repeats for each fund.

The following table shows the field names, descriptions, and data sources or valid values for the Expenditure Section Footer section of the Fund Activity Detail report.

Field Name	Description	Data Source or Valid Values
Total Cash Expenditures	Sum of year-to-date (YTD) expenditures for the fund for the report period. Total actual cash spent (expenditure postings) through the selected period.	Calculated. Sum of all YTD expenditure amounts for the fund.
Total Amount	Same as Total Cash Expenditures: the fund’s YTD expenditure total, shown in the Cash Totals column, so it ties to the expenditure section.	Calculated. Same as Total Cash Expenditures.
Total Cash Balance	The net cash position for the fund as of the report period.	Calculated as Beginning Balance plus Total Cash Receipts (revenue YTD) minus Total Cash Expenditures (expenditure YTD).
Less: O/S Encumbrances	Total outstanding encumbrances (obligations not yet liquidated) for the fund through the report period. Amount reserved against the cash balance for open POs/encumbrances.	Calculated. Sum of all encumbrance amounts (enc1 through enc[Period]) from the EXPLEDGR table for the fund.
Unencumbered Balance	The cash that is not encumbered. Represents the available (uncommitted) balance for the fund.	Calculated as Total Cash Balance minus Less: O/S Encumbrances.