Report Basics. How do I navigate to the report? Where do I go for additional help?

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1 Report Basics What is the purpose of this report? The Expense Report Transaction Listing provides a listing of Concur transactions, including employee reimbursement and credit card transactions from Concur. Drill to this report from the Transaction Detail by Chartstring report, when you want to review the details of a particular expense including credit card transactions and out of pocket business expenses What key business questions does this report answer? What transactions are charged to a ChartField or chartstring? What are all the expenses related to a particular trip or a particular expense report, whether paid by credit card or not? Can I see the receipts for a particular trip? Who uses this report? Individuals with Financial Management functions at any level in an academic department program or center, and an administrative or central department. Individuals responsible for managing or tracking multiple departments, programs, sites or projects. How often is the report refreshed with data? Nightly How do I navigate to the report? 1. Log into the Prime Portal ( 2. Click the Reporting button to open the Cognos application. 3. Click the Buying & Paying folder. Where do I go for additional help? For technical and business questions: o Until September 30, 2014: Prime Support Center (PSC) Phone (609) prime@princeton.edu o Starting October 1, 2014: Financial Service Center or OIT Help Desk For training materials, go to the Prime portal ( and navigate to Information & Training > Training & Step by Steps > Financial Management & Reporting. Revision 01 Page 1 of 5

2 Using the Report What key prompts should I use to run the report, when run standalone? Field Fiscal year The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. Accounting period Report Key Department Fund Account Program Project The month in which the financial events took place. July is period 1, August is period 2, September is period 3, and so on. Name of the employee Auto generated Concur number assigned to the report that uniquely identifies an Expense Report Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You can run this report for all or selected Departments. When no selection is made, the report returns data for all Departments. Used to track the source of funding. You can run this report for all or selected Funds. When no selection is made, the report returns data for all Funds. The natural classification of revenues (tuition, grant), expenses (salaries, supplies), assets (cash, property), liabilities (accounts payable, accrued liabilities), and net assets. You can run this report for all or selected Accounts. When no selection is made, the report returns data for all Accounts. An activity owned and managed by one or more departments, academic programs, or individuals. The activity typically spans Funds, Accounts and Departments while aggregating expenses and revenues around a common purpose. Program does not disaggregate balances tracked in other ChartFields. Program does not necessarily have a specified beginning and end date. You can run this report for all or selected Programs. When no selection is made, the report returns data for all Programs. A collection of detailed transactional information related to grants, non grant sponsored research, and capital projects with specific beginning and end dates. You can run this report for all or selected Projects. When no selection is made, the report returns data for all Projects. Revision 01 Page 2 of 5

3 Sample Report Note: Sample report displays test data. Revision 01 Page 3 of 5

4 How do I interpret the report? Column Name Receipt Image Report Key Report Name Expense Report Amount Total Expense Report Amount Approved Trip ID Expense Line Number Transaction Date Expense Type Name of the employee Image of all the supporting receipts for the expense report Auto generated Concur number assigned to the report Statement Report [report date range] or user specified name for the expense report Total amount of all the expenses in the report Approved total amount of all the expenses in the report User defined value that groups expenses by trip Concur expense line number associated with the Expense Report The date the charges are incurred on the Credit Card Type of Expense (e.g., air fare, hotel, car rental, etc.) Column Name Transaction Amount Journal Amount Payment Type Credit Card Transaction Reference Number Fiscal Year Accounting Period Department Fund Account Program Site Project Amount charged on the credit card in the local currency Expense amount posted to PeopleSoft General Ledger Type of payment: Departmental Purchasing Card or Princeton Travel Card, or Out of Pocket Unique bank transaction number for the expense. Links to the Credit Card Transaction Listing report. Fiscal year the transaction is posted to PeopleSoft General Ledger Accounting period the transaction is posted to PeopleSoft General Ledger Department to which the expense is charged Fund to which the expense is charged Account to which the expense is charged Program to which the expense is charged Site to which the expense is charged Project to which the expense is charged Expense Sub Type Sub category that further describes the Expense Type Activity Activity to which the expense is charged Business Purpose User defined description for the purpose of the expense Vendor Name Name of the vendor Revision 01 Page 4 of 5

5 What else should I consider? Item Page breaks on Grouped by Additional totals Drills from which report(s) Drills to which report(s) Links to Report Key/Report Name Expense Report Amount Total Payables Detail Report, Transaction Detail by Chartstring Report Credit Card Transaction Listing Report Images of supporting receipts What tips & tricks can help me use this report effectively? When you perform a search on the Prompt page, you can enter a wildcard (%) at the beginning, middle, and/or the end of your search criteria. Wildcards are used in place of unknown characters if you do not know the exact value for a prompt. To specify a Department(s), you can use the Select and Search prompt. Or, to select multiple departments or an entire organization, use the Tree Prompt to drill down through the Department Hierarchy data. To search by Fund, Account, Program or Project, click Yes under Display Other ChartField Prompts. Select one of the View in Excel Options to download the report in.xlsx or.csv format. Using Excel features, reformat the report output as needed. For more information about navigating the Prompt page, refer to the Cognos basic navigation courses. For more information about chartstrings and ChartFields, refer to the Choose the Right ChartField page on the Prime Portal. Revision 01 Page 5 of 5