PBC Schedules127, 133b and 138 – Transaction Details for Student Tuition & Fees,

Sales and Services of Auxiliary Enterprises and Scholarships and Fellowships

Details by Transaction

Purpose: This document provide instructions on how to generate a report showing transactions details for certain GAAP accounts (listed below). This will be used to satisfy PBC items 127, 133b, and 138.

PBC 127aTuition and Fees Details by Transaction (721001-Student Tuition and Fees, net of scholarship allowances)

PBC 133bSales and Services Details by Transaction (721006-Sales and services of auxiliary enterprises, net of scholarship allowance)

PBC 138Scholarship and Fellowship Details by Transaction (722003-Scholarshipsand Fellowships)

The screenshots below describe the KPMG approveddata downloaded from Data Warehouse for PBC schedules127, 133b and 138.

Note: Steps below are to be used to download data associated with GAAP account 721001, 721006 and 722003 one by one for preparing aforementioned PBC items respectively.

Step Description / Screenshot/Description of Dashboard Page
  1. Create an Excel file and name the file using the naming convention below
PBC# Two-letter Abbreviation for Agency Name PBC Name Fiscal Year
Examples:
PBC127aXX Tuition and Fees Details by Transaction 15-16
PBC133b XX Sales and Services of Aux Ent Details by Transaction 15-16
PBC138 XX Scholarship and Fellowship Details by Transaction 15-16
In the Excel file, create three tabs and name them to indicate the following accordingly:
A1 / Summary / Sample PBC 127a

A2 / GAAP 998 Data
A3 / Legal Data
Run GAAP Summary / Dashboard: FIRMS GAAP
Dashboard Tab: GAAP Summary
B1 / Open Dashboard
Menu location: Upper right corner
Navigation: Dashboards > FIRMS GAAP
*If it was recently accessed, open the dashboard from the main Home page. /
B2 / Set Dashboard Filters
Report Filters
  • Select GAAP Business Unit
  • Select FIRMS Business Unit
  • Select Fiscal year
  • Select PeriodFrom 1 -Period To 998
  • Select GAAP Object Code
  • Click on “Apply Filters” button to apply the filters
/
B3 / Set GAAP Summary Report Filters
Note: The filter setting below is on the assumption that the report result returned is based on the default setting. Filter setting may vary depending on how report format is customized.
  • Column 1: Fiscal Year
  • Column 2: Acct Fdescr
  • Column 3: Acct Fdescr
  • Column 4 to 6: Hide (default setting)
  • Click on “OK” button to apply the filter.
  • Once the result returned, select Report ViewsBy Period
/
B4 / Format GAAP Summary Report Result
  • Once report by period returned, right click on the yellow columns heading to access the columns menu.
  • Choose Show Subtotal None to remove subtotal for the yellow columns. Apply the setting for the three yellow columns one by one.
  • To remove the duplicate Acct Fdescr column, set Column 3 as “Hide”.
  • Click on “OK” button to apply the filter.
/

B5 / ExportReport to Excel
Navigation: Export > ExcelExcel 2007+
  • Once the Excel file is downloaded, copy the report and paste it to the summary tab (reference to A1) of the Excel file created in Step A.
/
Run GAAP Actuals -998 Data / Dashboard: FIRMS GAAP
Dashboard Tab: GAAP Actuals
C1 / Set Dashboard Filters
  • Select GAAP Actuals tab
Report Filters
  • Select GAAP Business Unit
  • Select FIRMS Business Unit
  • Select Fiscal Year
  • Select Period 998
  • Select GAAP Object Code
  • Click on “Apply Filters” button to run the data
/
C2 / Download data to Excel
Menu location: page footer
Navigation: Export > Data > CSV Format
  • Once the .csv file is downloaded, copy the data and paste it to the GAAP Datatab (reference to A2) of the Excel file created in Step A.
/
Run Legal Actuals / Dashboard: Transaction Inquiry
Dashboard Tab: Actuals Reports
D1 / Open Dashboard
Menu location: Upper right corner
Navigation: Dashboards > Transaction Inquiry
*If it was recently accessed, open the dashboard from the main Home page. /
D2 / Choose Actuals Report
  • Click on either “Actuals Report” Tab on the page header or the link (with the same name as the tab) in the menu list
  • ChooseReport Index > Actuals Transactions
/
D3 / Set Dashboard Filters
Report Filters
  • Select Business Unit (CMP)
  • Select Fiscal Year
  • Select PeriodBetween 1 to 12
Advanced Filters
  • Select GAAP Nat Class
  • Click on “Apply Filters” button to run the data
/
D4 / Download Data to Excel
Menu location: page footer
Navigation: Export > Data > CSV Format
  • Once the .csv file is downloaded, copy the data and paste it to the Legal Data tab (reference to A3) of the Excel file created in Step A.
/
D5 / Required Parameters
The transaction data downloaded from Data Warehouse contains 54 data fields.
For San Diego State University, the ones marked with red asterisk (*) are minimum data fields required for submitting the three PBC schedules.
Note: Doc or Document referred in some of the field names includes the following:
  • Billing Accounting Lines
  • Accounting Lines
  • Manual Journal Entry
  • Student Financial Journals
  • AP Voucher Accounting Lines
/ No. / Data Field Name / No. / Data Field Name / No. / Data Field Name
1 / Row Count / 19 / Purchase Order / 37 / SCO Subfund Fdescr
2 / Page Number / 20* / Supplier ID
(associated w/voucher) / 38 / Jrnl Ln #
3* / Business Unit(Legal) / 21* / Supplier Name(associated w/voucher) / 39 / Jrnl Class
4* / Fiscal Year / 22* / Invoice ID / 40 / Jrnl Class Descr
5* / Period / 23 / Jrnl ID / 41 / Jrnl Ln Ref
6 / Accounting Date / 24 / Jrnl Descr / 42 / Jrnl Rev Cd
7* / Doc ID / 25 / CSU Descr / 43 / Jrnl Template
8 / Doc Src Fdescr / 26 / CSU Ref 1 / 44 / User ID
9* / Doc Ln Descr / 27 / CSU Ref 2 / 45 / Doc Ln #
10* / Amount / 28 / Ledger Fdescr / 46 / Doc Dst Ln #
11* / Account Fdescr(PSoft Account) / 29* / Document Date / 47 / Acct Entry Type
12* / Fund Fdescr(PSoft Fund) / 30 / Jrnl Src / 48* / Customer ID
(associated w/billing)
13* / Dept Fdescr / 31 / Posted Date / 49* / Customer Name(associated w/billing)
14 / Prog Fdescr / 32 / Journal Date / 50 / Open Item Key
15 / Class Fdescr / 33 / SCO Fund Fdescr / 51 / Reversal Date
16 / Project Fdescr / 34* / CSU Fund Fdescr / 52 / PO Dst
17 / Stat Cd / 35* / FIRMS Obj Cd Fdescr / 53 / PO Ln
18 / Stat Amt / 36 / FIRMS Proj Cd Fdescr / 54 / PO Sch
Agree the Legal datato the total of Period 1 to 12 data and GAAP 998 data to Period 998 of the GAAP Summary Report

Upload Excel to PBC SharePoint site.

Page 1 of 10