Baseline CSU Reports & Queries

Summary• SAM-6 Final Budget Report (CSUSAM06)• SAM-7 CSU Trial Balance (CSUGL007)• CSUGL005 – Trial Balance by SCO/CSU Fund• With PS Detail or Without (Account Detail)

• CSUGL006 – Trial Balance by SCO/CSU Fund• With PS Detail or Without (Account & Fund Detail)

• SAM18 – Open Liability Report Series• Open PO Activity Report• FIRMS related baseline queries

SAM 6 – Final Budget Report• Report of Revenue and Expense by CSU Fund

• Options:• Show detail at the FIRMS Object Code Level• Show detail by FIRMS Program Code

• Must be run in CSU Business Unit

• Show detail by FIRMS Program Group• Must be run in CSU Business Unit

• Can be run based on specific value for:• CSU Fund• Program Code• Program Group

SAM 6 – Final Budget Report• Recommended Uses• When run with FIRMS Object Code Detail in the CSU

Business Unit• Review for negative expenditures

• When run in CSU Business Unit with Program Code = to 1100• Review for Reimbursed Activity = zero

• When run in Campus Business Unit• Review for appropriation deficits• Review for reverting appropriations

Sample SAM 6 Run Controls

Insert FY and

Accounting Period

Insert CSU Fund to limit the report or

leave blank for all

Sample Sam 6 - Output

SAM 7 – Trial Balance

• Trial Balance by CSU Fund• Can be run for all State Funds or all CSU Funds• Can be run for a specific State Fund or a specific

CSU Fund• Prints the SCO fund level information first –

followed by the CSU Fund level information

SAM 7 – Trial Balance

• Recommended Uses• Review of abnormal balances• Review the encumbrance amounts reported as

Accounts Payable

SAM 7 – Trial Balance – Run Control

Insert FY and

Accounting Period

When the “Pre-close” is checked the report will display the Fiscal Year input AP 0-12, when it is NOT checked it will display AP 0 from the Future Fiscal Year

Input specific

values or the range for all

values

Sample Sam 7 - Output

CSUGL005 – Trial Balance by SCO/Fund Run Control

CSUGL005 – Trial Balance by SCO/CSU Fund

CSUGL06 – Trial Balance by SCO/CSU PeopleSoft Fund

Checking this box will display BOTH

the Fund and Account Detail

CSUGL06 – Trial Balance by SCO/CSU and PeopleSoft Fund

“NEW” Sam18 Reports (Not the old ones)

Sam 18 Reconciliation Summary – Run Control

SAM 18 Open Liability Report Series

• These reports are used to reconcile to the SCO Accounts Payable State GL 3010 (FIRMS Object Code 201001)• The detail is made up of both actuals and

encumbrances• The reports run off • AP Sub System - Actuals• PO Sub System - Encumbrances• GL – Both actuals and encumbrances

Sam 18 – Reconciliation Run Control (CSUGL018, 19 & 20)

SAM 18 Recon – SCO/CSU Fund Output

If this amount does not equal the recon summary, then the GL open liability needs to be run for the

same account as a journal has been processed

Summary of SAM 18 Reports

Open PO Activity Report – Run Control

Open PO Activity Report – Run Control

Open PO Activity vs All PO Activity

Can be run as format CSV,

then imported into excel for easy sorting

Output of Open PO Activity Report

SAM 6 Open Encumbrance Total

$54,255.34

Open PO Activity “dump” to Excel

FIRMS Related Baseline Queries _ST_LVL

• CSU_GL_ABNORMAL_CREDITS• CSU_GL_ABNORMAL_DEBITS• CSU_GL_AR_ALLOWANCES• CSU_GL_DUETO_DUEFROM• CSU_GL_TR_IN_TR_OUT• CSU_GL_TRS_570_670_ERRORS

CSU_GL_ABNORMAL_CREDITS

CSU_GL_AR_ALLOWANCES

CSU_GL_DUETO_DUEFROM

CSU_GL_TR_IN_TR_OUT

CSU_GL_TRS_570_670_ERRORS

www.calstate.edu

Delivered GAAP Reports

xxGAP Business Unit Assumptions

• Periods 1-12 will only contain derived data• All GAAP adjustments will be entered in period

998• A close process must be run to ‘see’ the net

change distributed to the appropriate equity accounts• Do not enter data into the ledger for the

upcoming fiscal year until the reporting is completed for a given year.

• The reports are coded to pick up ‘good’ data combinations

Summary

• Statement of Net Assets• Statement of Revenues Expenses and Changes• Lead Sheet Summary• Lead Sheet Detail• Lead Sheet GAAP Adjustments• Expenses Lead Sheet

Statement of Net Assets

• Navigation: CSU State & SW Reporting>GAAP Reporting>Statement of Net Assets

Sample report output – Draft mode

Sample report output - Final

SNA Troubleshooting• The report will not read the balance in equity accounts for

Net Asset Categories 891 or 892 as they should never have an equity balance reported. • A systemwide table controls the accounts and the order

displayed on this report.• Campuses should run the Attribute Build process to see if

the systemwide table has been updated if they note that the out of balance is due to a missing account balance.

• To see the change in revenues and expenses closed to the equity section by Net Asset Category, the campus must run a close process for the fiscal year data. Once the close process is complete, the run control criteria should be set to the next fiscal year in order to see the change in the equity balances.

Statement of Revenues, Expenses and Changes in Net Assets (SRECNA)

• Navigation: CSU State & SW Reporting>GAAP Reporting>Statement of Expenses

Sample report output – Draft mode

Sample report output - Final

SRECNA Troubleshooting

• The report may not tie to the ledger balances present in the xxGAP business unit as it will not read revenues and expenses in funds 891 and 892.

Lead Sheet Summary

• Navigation: CSU State & SW Reporting>GAAP Reporting>Net Asset – Lead Sheet Summary

Sample report output

Lead Sheet Summary Troubleshooting

• There are two sections in this report. The first section shows the summary breakdown by fund and account that tie to the ledger totals shown on the Statement of Net Assets and the Statement of Revenues, Expenses and Changes in Net Assets on pages 1-14 of the report. Pages 15-16 of the report show the operating expenses by fund and account.• A common issue with this report is that the totals shown on

page 14 will indicate that a fund is out of balance. The out of balance is frequently a result of a bad account and program code combination. Analysis of the fund that is out of balance should be done to isolate the issue. The two most common data bad data combinations are reimbursed revenues that did not derive with program code 11 or operating expenses that were not derived to or are missing operating program codes. It is possible that either a change to the account or program code will be the adjustment that will fix the out of balance condition.

Lead Sheet Detail

• Navigation: CSU State & SW Reporting>GAAP Reporting>Net Asset – Lead Sheet Detail

Sample report output

Lead Sheet Detail Troubleshooting

• Frequently at the top of the derived information section the message “Journal lines not found” and a total will appear. The two most common reasons this will occur are a bad account and program code combination were derived into the xxGAP business unit or the campus had various issues with their derivation process and deleted journals or the accounting lines in the derivation table causing a data mismatch. The totals in the derived section of the report will not reflect the ledger balance if manual journal entries exist in periods 1-12.

Lead Sheet GAAP Adjustments

• Navigation: CSU State & SW Reporting>GAAP Reporting>Net Asset – Lead Sheet GAAP Ad

Sample report output

Lead Sheet GAAP AdjustmentsTroubleshooting

• The report is coded to show the manual journal entries posted to the adjustment period 998 in same format of the Net Assets – Lead Sheet Detail. Similar to the Net Assets – Lead Sheet Detail at the top of the journal detail section the message “Journal lines not found” and a total will appear. The most common reason this will occur is a bad account and program code combination was posted in an adjustment. Additionally, if the campus posted adjustments to period 1-12, they will not show on this report. Given the issues noted in the preceding sections, the campus should reverse adjustments posted a period other than 998 and enter the journal in period 998.

Expenses Lead Sheet

• Navigation: CSU State & SW Reporting>GAAP Reporting>Expenses – Lead Sheet

Sample report output

Expenses Lead SheetTroubleshooting

• The report is coded to pick up the account and program code combinations listed on the report.• The output may not tie to the ledger if data has

been entered to a bad combination of account and program or with no program code. • Erroneous entry to the xxGAP ledger would need

to be reversed and re-entered to the correct combinations.

www.calstate.edu