A Group by Minor Code report will show a summary of minor (object) codes by account, with current budgets, expenses and encumbrances. This report is particularly useful for validating reconciliation to the General Ledger, for example.

Related References

How to Generate a Group by Minor Code Report

From the Accounting module, Reports menu, follow these steps to generate a Group by Minor Code report.

Select Account. The Accounting Criteria Selection screen appears. (Learn more about the available selection criteria below.)
Select the desired date range.

For example, you could see a summary of all of the transactions for the current fiscal year, beginning with the first fiscal year date through today’s date. Or you could see a summary of all reconciled transactions for the current fiscal year by entering the Campus Dates from the first fiscal year date through the last date of the last month reconciled.
Select Group by Minor Code from the drop-down menu in the Balance Views/Budget Summaries field near the lower middle of the screen and click OK.
Click to generate the report. Report output appears with different tab views and output options available.
Click the Views Report button, which displays your report.
Print or Export the report, as desired. A dialog box appears. Click OK.
IF you have selected Export, the system will prompt you to designate a file location for the exported file. You will be able to view and manage your exported report there.

Understanding Report Field and Button Descriptions

Field descriptions follow for the various selection criteria.

Accounting Selection Criteria Fields	Accounting Selection Criteria Field Descriptions
Date Selection Criteria
Transaction Dates	This defines the period of time from which the account transactions are selected. The transaction date is the date that the entry is entered into the system. It is the date located to the left in the date range section of the budget and transaction data entry screens
Campus Dates	This defines the period of time from which the account transactions are selected. The campus date is the date that the transaction was reconciled
Reference Criteria These are fields in the top section of the Budget and Transaction Data Entry Screens
ID Code	This allows the user to generate a report for a particular ID code
Vendor	This allows the user to generate a report for a particular vendor code
RT Code	This allows the user to generate a report for a particular reference type code
Object Set	This defines which object set to use during the report selection process. The object set determines which accounts and cost centers the user is allowed to choose from
Account and Cost Center Criteria
Account	This allows the user to select data for a single account. To list multiple accounts, the user must use the MultiAcct button defined below
Cost Center	This allows the user to select data for a single cost center. To list multiple cost centers, the user must use the MultiCCTR button defined below
Radio Buttons
Grouping	This defines the object code grouping to be used on the report. The selections are: Minor - Sorts transactions by minor code (individual object codes) Major - Sorts transactions by major code Budget - Sorts transactions by budget code
Enc. Indirect Cost	This defines whether the user wishes to calculate indirect cost encumbrances on the report. These calculations are based on the indirect cost rate and the indirect cost group defined for the accounts in the report.
Personnel	This allows the user to print personnel information on the report. The selections are: None - The report does not display the names and salaries of employees paid off the account. Current - The report displays the names and salaries of employees currently being paid off the account. (One date is entered.) Historical - The report displays the names and salaries of employees historically paid off the account. (A date range is entered. If one account is selected, the default date is the budget period for the account)
Unobligated Balance %	This feature gives the user the option to print the unobligated budget percent balance for the account(s) at the bottom of the selected report
Balance View Budgets	This feature allows the user to choose the format in which the budget information will appear on the report. The options are to show either the revised budget as one number or show the budget’s original amount with the budget adjustments shown individually
Buttons
Cost Center	This option provides the user with additional criteria that can be used to select specific cost center information to report. The cost center criteria that can be selected with this option are User Defined Attributes 1-4, Department, Division, User Defined Dates 1-2, School Codes, Cost Center Type, and Status
MultiCCTR	This allows the user to select a group of cost centers to be used to generate reports
Account	This option provides the user with additional criteria that can be used to select specific account information to report. The account criteria that can be selected with this option are User Defined Attributes 1-4, Account Type, Department, Division, Principal Investigator ID, User Defined Dates 1-2, Ledger, School Code, Historical Id, and Status. The user can also elect to exclude accounts whose budget end dates occur before a specified date
MultiACCT	This allows the user to select a group of accounts to be used to generate reports
Object Codes	This option provides the user with additional criteria that can be used to select specific object code information to report. The object code criteria that can be selected with this option are Object Code, Budget Code, Object Code Type, and Major Code
More	This option provides the user with additional criteria that can be used to select specific vendor information to report. The vendor criteria that can be selected with this option are Vendor Type, Reference Group, University Employee, Minority Business, Small Business, and Internal or External Vendor
Note: When criteria are selected using one of the above-mentioned buttons, the button is displayed with yellow text. This notifies the user that additional criteria are selected.
Reports
Detailed/Specialized Reports	This defines the report format that is to be generated. The list of valid reports can be obtained by using the drop-down arrow that is located at the right side of the field
Balance Views/Budget Summaries	This defines the type of balance view report to be printed. The list of valid balance view groupings can be obtained by using the drop-down arrow that is located at the right side of the field
Report Comment	This allows the user to enter a comment to be printed on the report
Action Buttons
	Allows the user to generate the report
	Allows the user to cancel the report selection criteria screen
	Allows the user to erase all of the previously selected report criteria

Sample Report

Following is a sample of the Group by Minor Code report.