Prerequisites
Prior to reading the instructions on the General Ledger Balance by Chart and Object Report, it is beneficial to review the following sections of the IU Accounting Standards Book to gain foundational information along with report requirements and best practices:
- Accounting Fundamentals Pressbook
- Chart of Accounts and General Ledger Pressbook
- Financial Statements Accounting Pressbook
Overview
The General Ledger Balance by Chart and Object Audit Report is a report introduced to locate and investigate financial data grouped by chart of account and object codes. As a general overview, the Chart of Accounts acts as the governing structure for all financial activities, organizing and categorizing thousands of financial transactions generated daily by Indiana University. It plays a pivotal role in driving external compliance, internal and external reporting, and effectively organizing financial data within the ledger. An Object Code is used to organize and catalog financial data. It classifies a financial transaction as income, Expense, Asset, Liability, or Fund Balance. All object codes at IU are four digits and unique to a chart and Fiscal Year.
Where to Find the General Ledger Balance by Chart and Object Report?
The General Ledger Balance by Chart and Object Report can be found on the report instructions on the Controller's Website - refer to the top right blue button labeled "Go to Report" which will automatically redirect users to the report within the Controller's Office Reporting Tools.
In addition, the report can be found in One.IU. To find the report, search for “Controller’s Office Reporting Tools” in the search bar and select Controller’s Office Reporting Tools (Report Center) in the drop-down menu. Mark this task as a favorite by clicking the heart icon at the bottom right of the tile and then click on the tile.
Once in the Controller’s Tools, users will see all available reporting tiles. Navigate to the Audit Reports folder. A new tile opens, which display all of the available audit reports. Select the ‘General Ledger Balance by Chart and Object Report.’
Running the Report
Define the search parameters to return results relevant to your organization or to a specific Account.
If there are questions related to running the report, requirements or reviewing results, please contact your (RC) Fiscal Officer or campus office. Each campus may have individual specific requirements related to the General Ledger Balance by Chart and Object Report.
General Notes: Do not include any special characters other than approved wildcards in any of the parameters below.
Click on a search parameter to review its definition in the Glossary.
| Parameter | Description |
|---|---|
| University Fiscal Year | Used to limit report to a specific Fiscal Period(s). |
| Chart of Accounts Code | Used to limit report to one or more specific Chart of Accounts. For assistance determining your chart code, refer to KFS Chart Lookup. |
| Fund Group Code | Limits report to one or more specific fund group(s). Default parameter is !OF which will omit Other Fund values. |
| Sub-Fund Group Code | Limits report to one or more specific sub-fund group(s). |
| Financial Object Code | Used to limit report to one or more specific financial object code(s). |
| Financial Sub Object Code | Used to limit report to one or more specific financial sub object code(s). |
| Financial Object Level Code | Used to limit report to one or more specific financial object level(s). |
| Financial Consolidation Object Code | Used to limit report to one or more specific financial consolidation object code(s). |
| Financial Balance Type Code | Used to limit report to one or more specific financial balance type code(s). Default parameter is AC which will only pull Actuals (Balance Sheet) values. |
| Financial Object Type Code | Used to limit report to one or more specific financial object type code(s). |
| IU Financial Object Code | Used to limit report to one or more specific IU financial object code(s). |
| IU Financial Object Level Code | Used to limit report to one or more specific IU financial object level code(s). |
| IU Financial Consolidation Object Code | Used to limit report to one or more specific IU financial consolidation object code(s). |
| Before or Equal to Transaction Post Date | Used to limit report to a specific timeline or date. |
| Select the Output Format | The default output format for the report is Excel. |
| Select the Output Destination | The user has the option to choose where they want their report to go once it is ready. The user can either “Wait” for it to pop up on the screen or have it sent to their “Email”. |
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.