June Prelim (ledger date = 201906, fiscal year = 2019) ledger data and reports are now available in the Data Warehouse. Chart of Accounts data (account titles, fund titles, etc.) have also been refreshed.
Distinguishing June Transactions
This is our annual reminder of how the multiple June ledger cycles are handled in the Data Warehouse.
Every ledger transaction posted to the June ledger contains a CLOSING CYCLE code indicating which part of the fiscal year end process the transaction was posted in:
P = prelim transactions
I = interim transactions
W = worksheet transactions (posted by BFS only)
F = final transactions (posted by BFS only)
In all reports, simply limit your query to June (201906) to find all the June transactions currently available. If you want to find transactions based on when they were posted in June, i.e., as part of the prelim or interim, etc., see below.
The Detail Transactions Inquiry and the GUS Export query contain a filter for the closing cycle. Set
CLOSING CYCLE = I to get only Interim transactions or
CLOSING CYCLE = P to get only Prelim transactions or
CLOSING CYCLE = W to get only Worksheet transactions (these will be trickling in over the next two weeks)
CLOSING CYCLE = F to get only Final transactions (most departments do not have any of these so don’t be surprised if no records are returned)
Balance reports automatically include only the most recent balances, i.e., all balance reports now show balances as of the INTERIM.
To find ALL June records, regardless of when the transaction was posted,
place the usual limit on ledger date:
Ledger Date = 201906
To find ONLY Prelim transactions, you will need to have a limit on both
Ledger Date and Closing Cycle:
Ledger Date = 201906
Closing Cycle = P
Or to find ONLY Interim transactions:
Ledger Date = 201906
Closing Cycle = I
For general ledger BALANCE reports:
Only apply a limit to Ledger Date:
Ledger Date = 201906
Closing Cycle in the balances table/reports is informational only and will always be as of the most recent ledger cycle, i.e., when balances as of the Interim are ready, Prelim balances are deleted. There is never more than one set of balances for June at any given time and it is always the most recent.
For questions please contact us through IT Services.
Thank you,
Data Warehouse Team
Software Engineering Architecture & LifeCycle (SEAL) / ETS
University of California Santa Barbara
Santa Barbara, California 93106-3020
(805) 893-5000