Revenue & Expense Report
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1 Revenue & Expense Report
2 Agenda Objective Report Overview Demonstration Additional Training
3 Objectives To provide the information you need on demand. To quickly recognize availability of funds at a given time. To analyze, monitor and ensure chartfield balance accurateness on demand To retrieve detail(s) transactions that support chartfield balances To provide user s ability to download data to EXCEL
4 Report Overview Current Solution: Retrieve Reports from e-content My Queries
5 Report Overview New Solution
6 Report Overview Flexibility Dynamic On-Demand EXCEL Friendly Innovative
7 Report Overview Understanding the Run Control - Criteria The Report Options Report Level Options Additional Options Report Criteria - Chartfield (CF) Selections The Report Format PDF CSV - EXCEL Process Monitor View Process Request Process Detail View Log Trace The Report Working with Data in EXCEL Format
8 Report Overview Data to be Retrieved
9 Report Overview Output Format
10 Criteria The Report Options Business Unit - FLCMP Fiscal Year use the 1 st year in a fiscal year (i.e. 2008/2009 = 2008) Accounting Period From 0 beginning balance and 1=July To 12 =June Both
11 Criteria The Report Options Account Type Revenue - account value 5XXXXX Expense p - account value 6XXXXX
12 Criteria The Report Options Include Actuals by default this criteria is. Includes all Actual expenditures/revenue posted in the ledger in a given period. Include Budget by default this criteria is. Includes all budget scenarios posted td in a given period. id Summary report will also include the Budget Revised and Budget Baseline.
13 Criteria The Report Options Actual and Budget MUST be included to display and Actual and Budget MUST be included to display and calculate Budget Balance Available in the Summary Report
14
15 Criteria The Report Options
16 Criteria The Report Options
17 Criteria The Report Options Include ld Project to Date in the beginning i balance bl all Project_IDs with balances carried forward from prior year ONLY. This usually applies to Capital Projects Include Encumbrance - includes open POs, Service Orders, or Contracts that have not been expended
18 Criteria The Report Options Include Pre-Encumbrance - open approved requisitions submitted but have not been processed for PO or Contract Include Commitment - funds set aside for the FY but has not been submitted for requisition. This option is only available in the Summary Report
19 Criteria The Report Options Include HR LCD Projection Data - include LCD expenditure projection total by chartfield. This option is only available in the Summary Report Include All University Benefit Pool by default this criteria is. Unless the user uncheck (excludes) this option, the report will include all university funded benefits. This is only applicable when Fund Code value is THEFD and Account value 603XXX are included in the selection Phy Plnt - with benefit included.pdf Phy Plnt - with no benefit included.pdf
20 Criteria The Report Level Options
21 Criteria The Report Level Options If Run by Report Level is checked it will become the first sort Division (i.e. ACADEMIC_ AFFAIRS_ DIV, INFORMATION_TECH_DIV, UNIV_ADVANCEMENT) Sub-Division/College (i.e. COLLEGE_OF_ARTS, INFORMATION_TECH_) Master Department (i.e. ARTS, IT_ADMINISTRATION_)
22 Criteria The Report Level Options Department Tree
23 Department Tree Con t Master Department Sub-Division Level Division Level
24 Criteria The Report Level Options
25 Criteria The Report Level Options
26 Criteria The Report Level Options
27 Criteria Additional Options Reports will run in summary mode continuously with no page break unless the following is selected: Page Break Prints the header and title on each page. Show Journal Detail Prints detail transactions
28 Criteria Additional Options
29 Criteria Additional Options
30 Criteria Additional Options
31 Criteria Additional Options
32 Criteria Additional Options
33 Criteria Additional Options Show Journal Detail detail transactions based on the combination of chartfield selection, will display Budget (if selected), Actuals (if selected), Pre-encumbrance (if selected), and Encumbrance (if selected)only. Note: even if Commitment or LCD HR is checked, journal detail will ignore these selections.
34 Criteria Chartfield (CF) Selections Include CF by default all values are selected. However, chartfield will not be included in the report unless Include CF is checked. To run the report, 1chartfield must be included unless Run by Report Level is checked then the DEPTID is included. Sequence user defined sort criteria. CF must be checked for user to define the sequence.
35 Criteria Chartfield (CF) Selections Summarize represents subtotal. Subtotal chartfield will always include the chartfield description. CF must be included for user to include chartfield subtotal.
36 Criteria Chartfield (CF) Selections Descr CF must be included for user to use description. Report will only accommodate 1 chartfield description column. Therefore, when 1 is selected, all other chartfields are grayed out.
37 Criteria Chartfield (CF) Selections Blank value is a valid value All Values, Value From/to CF must be included for user to either check all values or define the values for the report. By default all values are selected but not included in the report. If CF is checked, user must either check all value or define value from/to. If All Values- checked, Value from/to is grayed out. If All Values unchecked, system will look for the defined value entered in Vl Value From/To. Blank value is a valid value. If All Values unchecked and Value From indicated a value, Value To automatically will be populated with the value from the Value From.
38 The Report Format
39 The Report Format
40 Process Monitor - Process Instance
41 Process Monitor Run Status Queued waiting for system to process request Initiated begins the process Processing system is processing the request Success process request is complete No Success trouble in processing request Error error in the run control (see system administrator) Cancel user cancelled the request Cancelled
42 Process Monitor
43 Process Monitor
44 Process Monitor
45 Process Monitor
46 Process Monitor Specifications Defined in the Run Control
47 Process Monitor
48 Process Monitor
49 The Report - Summary
50 The Report - Summary Report will display the fiscal year as defined in the run control (i.e., 2008=2008/2009 Report will display the month associated with the accounting period selected (i.e., 01-July, 02- August, etc)
51 The Report - Summary Based on Defined Sequenced
52 The Report - Summary A Initial/Baseline Budget included in B B Total budget entries from July through the end date of accounting period selected C Applicable to Project IDs that have balances carried forward from prior year D Total actual expenditures posted in the Ledger within the Accounting period range defined E Total actual expenditures posted in the ledger from July through the end date of accounting period selected of the fiscal year F = C+E
53 The Report - Summary G Total open POs, Contracts, & Service Orders unpaid as of the end of the selected accounting period H Total approved open Requisitions as of the end of the selected accounting period I Total unspent fund commitment set aside for the fiscal year as of the end of the selected accounting period J Total projected payroll unpaid as of the end of the selected accounting period K = B (Budget Revised) - sum(f (Yr to date Total) +G+H+I+J)
54 The Report Detail Includes detail transactions within the selected Includes detail transactions within the selected accounting period
55 The Report Detail Beginning and Ending Balance
56 The Report Detail Document Matrix is defined in the Business Process
57 Working with Data in EXCEL Microsoft Office Microsoft Office Excel Worksheet
58 Massaging g Data in EXCEL Other Sources of Information
59 Demonstration l ogin&languagecd=eng&
60 Additional Training Online Webcast Presentation Online EXCEL Training dmin-excel/admin-excel.asp EXCEL Open Labs: every Wednesday d from May 27 th June 24 th in CP-730 from 1:30pm 3:30pm ittraining@fullerton.edu Open Labs - Offered twice a month Dates listed at
61 Questions/Discussions Any questions?
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