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Fund Account Report Detail

Menu Path:  Fund Accounting > State > State > OH Fund Activity Report

Record Selection

Records are selected from the general ledger table based on the input screen Fund(/Special Cost Center (SCC)) criteria and the cash account from the Fund Accounting Profile. (The cash accounts entered by the user are used only to obtain beginning cash balances). This results in a set of General Ledger (balance sheet) records with a fund number, a Special Cost Center, and a cash account. For each record returned, the beginning balance transaction is looked up in the transaction file for the general ledger record fund and the cash account(s) entered by the user. The beginning balance transaction is found by selecting the amount or sum of the amounts of the transaction(s) for the year with a description resembling "BEGINNING CASH BALANCE" OR "STARTING CASH BALANCE".

Then the program selects all revenue ledger and expenditure ledger records matching the one being processed (and the fiscal year input). For each of those revenue ledger or expenditure ledger records found, the program selects details from the transaction table based on the budget unit (key_orgn) and account of the ledger record, and the input screen year and period.

Finally, when processing an expenditure ledger record, the program selects and totals transaction records related to each unique open encumbrance charged to the current expenditure ledger record. For each purchase order number for the current expenditure ledger record, the open encumbrance amount is calculated, and if it is non-zero, then the encumbrance is printed. The calculation for the open encumbrance amount is as follows: all the transactions for the purchase order/expenditure account with a period less than or equal to the input screen year and period are selected. If the transaction code is "17" or "18", the transaction amount is added, and if the transaction code is "20" or "21", the liquidation amount is subtracted. The net result is the open encumbrance amount.

Sort

The main sort is by Fund/SCC; for a Fund/SCC, the report is separated into two main sections: revenue accounts (labeled "REVENUE/RECEIPTS") and expenditure accounts (labeled "BUDGET/EXPENDITURES"). The activity for each type of account is listed underneath the account number. In the expenditure account section, the expenditure activity is separated into expenditures and outstanding encumbrances. Within each detail activity section, the records are sorted by transaction date. Within the transaction date, receipts are sorted by receipt number, expenditures are sorted by check number, and encumbrances are sorted by purchase order number.

Data Items and Sources

The period, fiscal year, and Fund/Special Cost Center with the associated title appears in the header portion of the report.

The Beginning Balance is the amount of the transaction with the description "BEGINNING CASH BALANCE" for the cash account for this Fund/Special Cost Center.

The following data items are listed for each Revenue Account:

Revenue/Receipts

Each non-blank level in the organization chart prints with dashes in between, then a dash, and then the account number. The Revenue Account number.

Description

The title of the budget unit from the organization chart.

Budget

The sum of all period budget amounts from the Revenue Ledger whose period is less than or equal to the selected period.

MTD

The value of the period receipts from the Revenue Ledger for the selected period.

YTD

The sum of all period receipts from the Revenue Ledger whose period is less than or equal to the selected period.

Balance

The value of the budget minus the YTD receipts.

The following data items are listed for the detailed revenue activity:

Field

Description

Date

The transaction date of the receipt.
Description The description of the receipt. Note, if more than one transaction is found with the same transaction date and the same receipt number, only one line prints and the description is from one of the transactions.

Payer

The payer name for the receipt. Note, if the transaction is an expenditure transaction which was entered using a revenue account (transaction codes "20" and "21"), the vendor name is listed.

Rcpt #

The receipt number for the receipt. Note, if the transaction is an expenditure transaction, the invoice number is listed.

Amount

The amount of the transaction. Note, if more than one transaction is found with the same transaction date and the same receipt number, this is a sum of the amounts of all the transactions for the transaction date and receipt number listed. Also, in the case of expenditure transactions, the transaction amount is multiplied by -1.

The following data items are listed for each Expenditure Account:

Expenditure Account

Each non-blank level in the organization chart prints with dashes in between, then a dash, and then the account number.

Description

The title of the budget unit from the organization chart.

Budget

The sum of all period budget amounts from the Expenditure Ledger whose period is less than or equal to the selected period.

MTD

The value of the period expenditures from the Expenditure Ledger for the selected period.

YTD

The sum of all period expenditures from the Expenditure Ledger whose period is less than or equal to the selected period.

ENC

The sum of all period encumbrance amounts from the Expenditure Ledger whose period is less than or equal to the selected period.

Balance

The value of the budget minus the YTD expenditures, minus the outstanding encumbrances.

The following data items are listed for the detailed expenditure activity:

Field

Description

Date

The transaction date of the expenditure.
Description The description of the expenditure. Note, if more than one transaction is found with the same transaction date and the same check number and purchase order number, only one line prints and the description is from the first line of the purchase order.

Vendor

The vendor name for the expenditure. Note, if the transaction is a receipt transaction which was entered using an expenditure account (transaction code "24"), the payer name is listed.

Vendor #

The vendor number for the expenditure. Note, if the transaction is a receipt transaction, the payer number is listed.

PO #

The purchase order number for the expenditure.
Check # The check number for the expenditure.

Amount

The amount of the transaction. Note, if more than one transaction is found with the same transaction date and the same check number and purchase order number, this is a sum of the amounts of all the transactions for the transaction date, check number and purchase order number listed. Also, in the case of receipt transactions, the transaction amount is multiplied by -1.

The following data items are listed for the outstanding encumbrances activity:
Date The encumbrance date (taken from the encumbrance ledger).

Field

Description

Description

The description of the encumbrance. Note, if more than one line is found with the same purchase order number, only one line prints and the description is from the first line of the purchase order.

Vendor

The vendor name for the encumbrance.

Vendor #

The vendor number for the encumbrance (taken from the encumbrance ledger).

PO #

The purchase order number for the encumbrance.

Amount

The open amount of the encumbrance. This is the sum of the encumbrance amount (transaction codes "17" and "18") minus the sum of the liquidation amount (transaction codes "20" and "21") for this purchase order number and account for all transactions whose period is less than or equal to the selected period.

Subtotals

Underneath the detail activity for each account, there is a subtotal for the Amount column. For revenue and expenditure activity, this subtotal balances with the MTD total for the account. For encumbrances, this subtotal balances with the ENC total for the account.

Underneath the "REVENUE/RECEIPTS" section of the report, there is a subtotal labeled "Total Cash Receipts". This is a sum of the YTD receipts for each revenue account listed.

Underneath the "BUDGET/EXPENDITURES" section of the report, there is a subtotal labeled "Total Cash Expenditures". This is a sum of the YTD expenditures for each expenditure account listed.

Finally, the following totals are listed:

Total Cash Balance

This is calculated by taking the Beginning Cash Balance and subtracting the Total Cash Expenditures.

Less: O/S Encumbrances

This is a sum of all the open encumbrances for the expenditure accounts listed.

Unencumbered Balance

This is the Total Cash Balance less the O/S Encumbrances.

There is a page break when the Fund/SCC changes.

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