The primary purpose of the Organization Detail Transaction Activity Report (ODTA) is to provide users with information regarding the individual transactions posted against specific funds and organizations in a given period. This report is produced and distributed on a monthly basis.
There is only one version of this report, although it can be produced for periods other than a single month.
The numbered descriptions below correspond to the numbers in parentheses on the accompanying sample report:
- The period of time covered by the report (generally 1 month).
- Organization number and name whose information is presented on the report.
- The first entry in this column on each page is the fund number reflected on the report. The remaining numbers below the fund number represent account numbers. For more information on account numbers, see Chart of Account descriptions found on the Controllerís Office web site.
- The first description on each page is that of the fund name. Below that are account name descriptions (preceded by "BEGINNING BALANCE" and ENDING BALANCE") and descriptions of individual transactions.
- This column represents the accounting date of the specific transaction listed.
- The transaction type signifies the nature of the transaction listed (e.g. invoice, requisition, purchase order, journal entry, etc.).
- The document number is the specific document in the system that generated the transaction shown. It can often be used to identify the type of transaction as well (I0000999 would be an invoice, R0000999 a requisition, J0000999 a journal entry, and so on).
- The document reference number is used only infrequently and comes from journal entries that are made as adjustments/corrections to specific documents. These documents may be referenced when completing the journal entry to provide an added explanation for the adjustment.
- This column presents the impact of the listed document on the operating budget. This column is generally used only during the annual budget loading process and for subsequent budget adjustments during the year, all of which occur via journal entries.
- This column presents the impact of the listed document on actual transaction activity (operations). Items generally affecting this column are invoices and journal entries.
- This column presents the impact of the listed document on the balance of outstanding encumbrances (purchase orders - PO's) and reservations (requisitions - reqs). Positive amounts in this column represent new PO's/reqs or increases to existing PO's. Negative amounts represent liquidations or decreases to PO's/reqs. PO's are liquidated/reduced by invoices, change orders, journal entries or by cancellation of the PO. Reqs are liquidated almost exclusively by PO's or cancellation of the req, however it is also possible for a journal entry to liquidate a req.
- The beginning balance and ending balance represent the balance in the listed account at the beginning of the reporting period and at the end of the reporting period (after considering the transactions shown). These are fiscal year-to-date amounts and will be included on the report for any accounts which have been used during the year, regardless of whether there was activity for the period under report.