Prerequisites
Prior to reading the instructions on Financial Detail Transactions, it is beneficial to review the following sections of the IU Accounting Standards Book to gain foundational information along with requirements and best practices:
Overview
Financial Detail Transactions is a data group that can pull a detailed record of all financial transactions housed in the General Ledger (GL). Every financial transaction generated by a unit is recorded in the GL through a journal entry. This report provides the most-granular view of what makes up the financial statement balances and helps management prepare accurate and organized financial statements.
How Financial Detail Transactions Works
Financial Detail Transactions is designed to display the journal entry used to record each transaction and includes more information such as date, amount, description of the entry, and a document reference number. Entries are created from Kuali Financial System (KFS) documents (i.e., General Accounting Adjustment (GAA) eDoc), transactions from external systems (i.e., Student Information System (SIS)) or created during batch processing (i.e., Payroll).
It is important to note that KFS is updated in an overnight batch process occurring after 10 p.m. Transactions are not viewable in real-time but will be displayed one day after document is in final status or batch process has occurred.
The Financial Detail Transactions can be located at the top of this page - refer to the top right blue button labeled "Go to Report" which will automatically redirect users to the reports within the Controller's Office Reporting Tools.
In addition, the reports can be found in One.IU. To find the reports, search for “Controller’s Office Reporting Tools” in the search bar, and select Controller’s Office Reporting Tools (Report Center) under Tasks. Mark this task as a favorite by clicking the heart icon located at the bottom right corner of the tile. Click on the tile.
Once in the Controller’s Office Reporting Tools, users will see all available reporting tiles. Navigate to the Financial Statements folder. New tiles open, which display all the available reports. Below the report tiles, are blue selection buttons. Select the Data Groups button and then select Financial Detail Transactions.
Running the Report
Define the search parameters to return results relevant to your organization or to a specific account. The available search options in the Financial Detail Transactions are divided into two types: parameter options and output field selection.
General Notes: Do not include any special characters other than approved wildcards in any of the below parameters. Additionally, do not run reports by campus as it will take up valuable computing services.
A number of parameters are available to assist users. Users can enter the Responsibility Center (RC) code, organization code, and account for their respective organization. At this time, all the parameters are optional; however, this may result in a long report run time.
If unsure, several of the parameters have a valid values function which displays the available codes and corresponding descriptions.
| Parameter | Description |
|---|---|
| University Fiscal Year | Used to limit report to a specific fiscal year(s). |
| University Fiscal Period Code | Used to limit report to a specific fiscal period(s). |
| Chart Code | Used to limit report to one or more specific chart of accounts. For assistance determining your chart code, refer to KFS Chart Lookup. |
| Account Number | Used to limit report to one or more specific account(s). |
| Sub-Account Number | Used to limit report to one or more specific sub-account(s). |
| Object Code | Used to limit report to one or more specific object code(s). |
| Object Code Name | Used to limit report to specific object code name(s). |
| Sub-Object Code | Used to further divide the activity of an object code. They are unique to both an account and an object code and will assume all attributes of the associate object code. |
| Object Type Code | Used to limit the report to one or more specific object type code(s). |
| Object Sub Type Code | Used to limit the report to one or more specific object sub type code(s). |
| Object Level Code | Used to limit report to one or more specific object levels. |
| Consolidated Object Code | Used to limit report to one or more consolidated object code(s). |
| Financial Balance Type Code | Used to limit report to one or more specific balance type(s). |
| Document Type Code | Used to limit report to one or more specific document type(s). |
| Organization Code | Used to limit report to a specific organization code. Users are encouraged to use this parameter in conjunction with a chart code. |
| Responsibility Center Code | Used to limit report to a specific responsibility center (RC). Users are encouraged to use this parameter in conjunction with a chart of accounts code. For assistance determining your RC code, refer to KFS RC Lookup. |
| Fund Group Code | Used to limit report to specific fund group(s). |
| Sub-Fund Group Code | Used to limit report to specific sub-fund group(s). |
| Financial Document Number | Used to limit report to specific document number(s). |
| IU Object Code | Used to limit report to one or more specific IU object code(s). |
| Transaction Post Date | Used to limit report to a specific post date. |
The user can select output fields to define and restrict the visual presentation of the Financial Detail Transactions. They are listed below the parameter section.
| Output Fields | Description |
|---|---|
| Output Fields | The user is required to select which output fields from the list they want the report to display. |
| Select the Output Format | The report will be generated in Excel. |
| Select the Output Destination | An email will be sent with the link to the report. |
The user can select the display options to restrict or expand the rows shown of the Financial Detail Transactions. They are listed below the output fields section.
| Display Options | Description |
|---|---|
| Maximum Rows to Return | User has the option to display up to a maximum of 1,048,575 rows (default). |
Click Save Parameter Settings to save your parameters for future use of this report. For instructions on how to save settings, review the Save Parameter Settings document on the Controller's Office Reporting Tools page.