How to Create a Policies & Excel Spreadsheet Report Options

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1 Financial Management Human Resources Campus Solutions Chapter 5 Financial Reports Updates Date Action Page(s) 02/14/14 Document created. 02/20/14 Updated directions for accessing reports 1, through Report Manager. 10/09/14 Updated links. Removed Drilldown section. all Human Resources

2 Chapter5_FinancialReports9.2 Table of Contents Overview Reconciling the Checkbook What needs to be done? Actual transactions on the reports must be reconciled to source documents Erroneous transactions must be corrected Missing transactions must be researched Fund balances must be reviewed PC Computer Set-up Prior to Working with Reports PC Set-up (for Windows XP Users) to Open Reports in a New Window PC Macro Security Set-up for Users with Office PC Macro Security Set-up for Users with Office Preview of Month-end, Entire Year and Adjusted Year End Report Options at CWU Individual Reports Project Activity (Month-end No Operating Unit) Project Activity Entire Year (no Operating Unit) Project Activity with Operating Unit (Month-end) Project Activity with Operating Unit Entire Year Project Activity with Student Financials Detail and Operating Unit (Month-end) Project Activity with Student Financials Detail and Operating Unit Entire Year Project Summary (Month-end no Operating Unit) Project Summary Adjusted Year End Project Summary with Operating Unit (Month-end) Project Balance (Month-end) Project Balance Adjusted Year End Project Balance Year to Date Comparative (Month-end) DEPARTMENTAL SUMMARY BY PROJECT Departmental Summary by Project (Month-end) Generating a Report Creating a New Run Control ID Project Activity (Month-end - No Operating Unit) Project Activity Entire Year (no Operating Unit) Project Activity with Operating Unit (Month-end) Project Activity with Operating Unit Entire Year Project Activity with Student Financials Detail and Operating Unit (Month-end) Project Activity with Student Financials Detail and Operating Unit Entire Year Project Summary (Month-end - no Operating Unit) Project Summary Adjusted Year End Project Summary with Operating Unit (Month-end) Project Balance (Month-end) Project Balance Adjusted Year End FM 9.2 Chapter 5-2

3 Chapter5_FinancialReports Project Balance Year to Date Comparative (Month-end) Departmental Summary by Project (Month-end) Accessing an Already Existing Run Control ID Running a Report Using Process Monitor to Verify that Your Reports are Finished Processing Accessing Your Reports through the Report Manager Opening Your Report to View/Print Printing Multiple Reports at One Time Working with the Reports Zooming on a Report in Excel Zooming on a Report in Excel Expanding/Collapsing Sections of a Report Printing a Report with Gridlines Setting up Your Report to Print Gridlines in Office Setting up Your Report to Print Gridlines in Office Year-end Reports FM 9.2 Chapter 5-3

4 Chapter5_FinancialReports9.2 Overview The purpose of this document is to describe and illustrate how to use the powerful reporting capabilities within the PeopleSoft Financials system. Since May 2006, Central Washington University has been using the reports within PeopleSoft to meet your informational needs. This document is meant to help you throughout this change. After month end closes, official notification will be sent to all FMS users via the FMSUser listserv when it is time to run the month-end reports for reconciliation. Some of the reports that are available for running include, but are not limited to: Project Activity Project Summary Project Balance The above reports may be run at any time during the month as well as at the end of the month. A Departmental Summary report may also be run at month end for each Department. In addition to the month-end reports, there are also year-end reports that may be run after the fiscal year has officially been closed. Objectives: By the end of this course, you will be able to: Generate a report using Specific Criteria Retrieve and work with the reports you have run FM 9.2 Chapter 5-4

5 Chapter5_FinancialReports Reconciling the Checkbook At this point, it is assumed that all source materials and financial reports are organized as described in the Suggestions for Getting Organized section of the Chapter 1 document entitled Getting Started with FMS. If not, refer back to that document to establish a method to keep all documents and reports organized to facilitate reconciling the statements (reports) at month end. It is imperative that project leaders review and reconcile their reports each month to verify the validity of charges made to their department. The PeopleSoft Financials system has a number of controls to prevent the erroneous posting of a transaction. However, there are circumstances under which a charge could erroneously be posted to the wrong account. When this happens, the only way to detect the error is by reviewing the department s reports. The reports introduced in this document should assist you in your investigation. If you have questions regarding discrepancies in your cost center, contact the Accounting Office. 1.1 What needs to be done? Actual transactions on the reports must be reconciled to source documents. Take your source documents folder that contains all order forms, invoices, etc. that you have accumulated that have not yet appeared on the Project Activity Report. Compare these documents with the transactions in the Project Activity Report. amount the same? account code correct? project ID correct? vendor name change? Erroneous transactions must be corrected. All requests for expenditure-related changes are to be sent via to Josh Ramsey, which will serve as the end user authorization to make any adjustments. The following information needs to be included: the account and project ID where the item is currently posted where the item is to be moved to why it needs to be moved which report the information is coming from For Grants: John Ebenal (x1996) wants to be contacted by phone Missing transactions must be researched. If you have incurred an expenditure, and it is not appearing in your financial reports, contact the appropriate office to see wherein lies the problem Fund balances must be reviewed. For revenue-generating funds, balances must be carefully reviewed and corrective action taken if a negative balance is showing. Refer to the Internal Controls section of the Chapter 1 document entitled Getting Started with FMS for additional information on responsibilities associated with reconciling budgets. FM 9.2 Chapter 5-5

6 Chapter5_FinancialReports PC Computer Set-up Prior to Working with Reports Before attempting to retrieve or work with the reports, PC users have a couple of settings to check on their computers. Mac users may skip to section 3.0 as section 2.0 only applies to PC users. 2.1 PC Set-up (for Windows XP Users) to Open Reports in a New Window PC users running Windows XP must set their computer to open the reports in a new window. 1. To begin, open up the folder called. This may be located directly on your desktop or under the menu. 2. Then click on the Tools menu at the top of the screen and choose: Folder Options When the Folder Options dialog box appears, click on the File Types tab If you have Microsoft Excel 2007 on your computer, then scroll until you find under Registered file types. If you have an earlier version of Microsoft Excel (i.e. Excel 2003), scroll until you find under Registered file types Click once on either or to highlight it. Then click the button FM 9.2 Chapter 5-6

7 Chapter5_FinancialReports When the Edit File Type dialog box appears, check on the following 2 settings: If the checkbox is checked, uncheck it. If the checkbox is checked, uncheck it Then click the button. 9. In the Folder Options dialog box, click the button. Microsoft Excel is now configured to open the Financial Reports in a new window. 2.2 PC Macro Security Set-up for Users with Office 2010 The reports in the make use of macros. If you are a PC user with Office 2010 on your computer, it is necessary to set the macro security level on your computer to Medium in order for the reports to work properly. If you are a Mac user, this set-up is not necessary. To set the macro security on your PC computer, first log into Microsoft Excel. 1. From the File menu, choose Options. FM Chapter 5-7

8 Chapter5_FinancialReports When the Excel Options dialog box appears, click on Trust Center. 3. Then click the button. FM 9.2 Chapter 5-8

9 Chapter5_FinancialReports When the Trust Center dialog box appears, click on Macro Settings. 5. Then click the radio button to Enable all macros. 6. Also check the checkbox to Trust access to the VBA project object model. 7. Next click the button at the bottom of the Trust Center dialog box. 8. Finally click the button at the bottom of the Excel Options dialog box. Your Macro security is now set, and you are ready to work with the Financial Reports. 2.3 PC Macro Security Set-up for Users with Office 2007 The reports in the make use of macros. If you are a PC user with Office 2007 on your computer, it is necessary to set the macro security level on your computer to Enable all macros in order for the reports to work properly. If you are a Mac user, this set-up is not necessary. To set the macro security on your PC computer, first log into Microsoft Excel. FM 9.2 Chapter 5-9

10 Chapter5_FinancialReports Click the Office Button in the upper left-hand corner. At the bottom of the box that opens, click the Excel Options button When the Excel Options dialog box appears, click on Trust Center. 10. Then click the button. FM 9.2 Chapter 5-10

11 Chapter5_FinancialReports When the Trust Center dialog box appears, click on Macro Settings. 12. Then click the radio button to Enable all macros. 13. Also check the checkbox to Trust access to the VBA project object model. 14. Next click the button at the bottom of the Trust Center dialog box. 15. Finally click the button at the bottom of the Excel Options dialog box. Your Macro security is now set, and you are ready to work with the Financial Reports. FM 9.2 Chapter 5-11

12 Chapter5_FinancialReports Preview of Month-end, Entire Year and Adjusted Year End Report Options at CWU The following month-end as well as the entire year reports may be run each month within the PeopleSoft system. The adjusted year-end reports may be run at the close of the fiscal year. The intent of this section is to give you a preview of these reports. The following types of reports will be reviewed in this section: Individual Reports - provide a summary by Account for one specific Project ID. 1. Project Activity Reports: Project Activity (month-end) Project Activity Entire Year Project Activity w-operating Unit (month-end) Project Activity Entire Year w-operating Unit Project Activity w-student Financials and Operating Unit (month-end) Project Activity Entire Year w-student Financials and Operating Unit 2. Project Summary Reports: Project Summary (month-end) Project Summary Adjusted Year End Project Summary w-operating Unit (month-end) Project Summary w-loc and Pre-Enc (month-end) 3. Project Balance Reports: Project Balance (month-end) Project Balance Adjusted Year End Project Balance Year to Date comparative (month-end) Departmental Report - provides a summary by Account for multiple Project ID s. 1. Departmental Summary Report (month-end) FM 9.2 Chapter 5-12

13 Chapter5_FinancialReports Individual Reports Project Activity (Month-end No Operating Unit) The Project Activity report is the most detailed of the 3 most common types of month-end reports. Be aware, however, that the Operating Unit (Campus Location) will not display in this report. If you want to be able to view the Operating Unit, then the report that you want to run is the Project Activity with Operating Unit report. The PO number, Invoice number, etc., may be found in the second row of the Reference column on the Project Activity report, if applicable. FM 9.2 Chapter 5-13

14 Chapter5_FinancialReports Project Activity Entire Year (no Operating Unit) The Project Activity Entire Year report provides the same amount of activity detail as the month-end Project Activity report. The difference is that the Project Activity Entire Year report covers the time period from the beginning day of the FISCAL YEAR (07/01/xx) to the current date. The Project Activity Entire Year report may be run at any time during the fiscal year (i.e. 07/01/08 through 06/30/09). Keep in mind, however, that the further into the fiscal year you get, the longer it will take for the report to process Project Activity with Operating Unit (Month-end) The month-end Project Activity w-oper Unit report provides the same information as the month-end Project Activity report in addition to providing the Operating Unit (Campus Location) information. The Operating Unit is identified in the last column of the report, as indicated by the E for Ellensburg in the screen shot below. FM 9.2 Chapter 5-14

15 Chapter5_FinancialReports Project Activity with Operating Unit Entire Year The Project Activity Ent Year w-oper Unit report provides the same amount of activity detail as the Project Activity Entire Year report in addition to providing the Operating Unit (Campus Location) information. The Project Activity Ent Year w-oper Unit report may be run at any time during the fiscal year (i.e. 07/01/08 through 06/30/09). Keep in mind, however, that the further into the fiscal year you get, the longer it will take for the report to process Project Activity with Student Financials Detail and Operating Unit (Month-end) The month-end Project Activity w-sf and Oper Unit report provides the same information as the month-end Project Activity w-oper Unit report in addition to providing detail about any Student Financials journal that may appear in the report. The additional detail is accessed by clicking on the SFDetail tab at the bottom of the report window (see screen shot below). FM 9.2 Chapter 5-15

16 Chapter5_FinancialReports Project Activity with Student Financials Detail and Operating Unit Entire Year The Project Activity Ent Year w-sf and Oper Unit report provides the same amount of activity detail as the Project Activity Ent Year w-oper Unit report in addition to providing detail about any Student Financials journal that may appear in the report. The additional detail is accessed by clicking on the SFDetail tab at the bottom of the report window. The Project Activity Ent Year w-sf and Oper Unit report may be run at any time during the fiscal year (i.e. 07/01/08 through 06/30/09). Keep in mind, however, that the further into the fiscal year you get, the longer it will take for the report to process Project Summary (Month-end no Operating Unit) The month-end Project Summary report is consistent with the month-end Departmental Summary by Project report except that the Project Summary report contains more Account categorizations than the Departmental Summary by Project report. The Project Summary report may be broken out by period (month) by clicking the button at the top of the YTD column in the report. Refer to section 5.3 of this document for further directions regarding the button. Multiple Account Codes YTD column broken out by Period. FM 9.2 Chapter 5-16

17 Chapter5_FinancialReports Project Summary Adjusted Year End The Project Summary Adjusted Year End report provides the same amount of detail as the monthly Project Summary report. The difference is that the Project Summary Adjusted Year End report covers the time period from the beginning day of the FISCAL YEAR (07/01/xx) to the end day of the FISCAL YEAR (06/30/xx+1). The Project Summary Adjusted Year End report may only be run after the fiscal year has officially been closed. Refer to section 6.0 of this document for more information regarding the Adjusted Year End reports Project Summary with Operating Unit (Month-end) This report is consistent with the month-end Project Summary report except that the Project Summary w-oper Unit report may be broken out by Operating Unit (Campus Location) by clicking the button at the top of the YTD column in the report. Refer to section 5.3 of this document for further directions regarding the button. YTD column broken out by Operating Unit. FM 9.2 Chapter 5-17

18 Chapter5_FinancialReports Project Balance (Month-end) The Project Balance report provides you with a Cash Balance as well as a Fund Balance for your project ID number. If you try to run a Project Balance report on any Ledger 1 (state funded) project ID numbers, the report will be blank. Each of these areas may be expanded to reveal additional detail, if need be. This column provides data for the current fiscal year through the run date. This column provides data for the entire prior fiscal year. Cash Balance Fund Balance Project Balance Adjusted Year End The Project Balance Adjusted Year End report provides the same amount of detail as the month-end Project Balance report. The difference is that the Project Balance Adjusted Year End report covers the time period from the beginning day of the FISCAL YEAR (07/01/xx) to the end day of the FISCAL YEAR (06/30/xx+1). The Project Balance Adjusted Year End report may only be run after the fiscal year has officially been closed. Refer to section 6.0 of this document for more information regarding the Adjusted Year End reports. As with the month-end Project Balance report, if you try to run the Project Balance Adjusted Year End report on any Ledger 1 (state funded) project ID numbers, the report will be blank. FM 9.2 Chapter 5-18

19 Chapter5_FinancialReports Project Balance Year to Date Comparative (Month-end) The Project Balance Year to Date comparative report provides you with a Cash Balance as well as a Fund Balance for your project ID number, just as the Project Balance report does. The two reports differ in the prior year comparison column. The prior year column will display data through the run date one year ago. For example, if the report was run on 12/31/2010, it would show the current year through 12/31/2010 and the prior year through 12/31/2009 for a where are we now vs where were we last year at this time type of comparison. If you try to run a Project Balance Year to Date comparative report on any Ledger 1 (state funded) project ID numbers, the report will be blank. Each of these areas may be expanded to reveal additional detail, if need be. This column provides data for the current fiscal year through the run date. This column provides data for the prior fiscal year through the same run date one year ago. Cash Balance Fund Balance FM 9.2 Chapter 5-19

20 Chapter5_FinancialReports DEPARTMENTAL SUMMARY BY PROJECT The month-end DEPARTMENTAL SUMMARY BY PROJECT report is similar to the month-end Individual Summary report except that it summarizes activity for multiple projects Departmental Summary by Project (Month-end) Multiple Project IDs FM 9.2 Chapter 5-20

21 Chapter5_FinancialReports Generating a Report You will have the ability to run most report layouts at any time with specific criteria defined in a PeopleSoft report request. Each report request is a collection of report-specific information. Follow the directions below to run a report with your own criteria. If you are a PC user and have not taken care of the computer settings outlined in section 2.0 of this document, you will need to do so before attempting to work with the financial reports. 1. Log into FMS Reports. Navigate to: Main Menu > Financial Management > CWU Custom Functions > Reports > nvision Reports On the Find an Existing Value page for nvision Reports, you may access or create a Run Control ID. To create a new Run Control ID, refer to section 4.1 below. To access a Run Control ID you previously created, refer to section 4.2 below. 4.1 Creating a New Run Control ID If you have not already accessed the Find an Existing Value page for nvision Reports, follow the directions in section 4.0 above to do so. The steps described below are general directions for setting up a Run Control ID. For information regarding the specific criteria to choose on the CW nvision Reports page for a particular kind of report, refer to the sections that follow the steps below, beginning with section To create a new Run Control ID, click on the Add a New Value tab. 2. On the Add a New Value page for nvision Reports, type a name for your Run Control ID. The name you type should contain no spaces (may use the underscore character) and should give an indication of the topic of the report. FM 9.2 Chapter 5-21

22 Think carefully about the Run Control ID s you create as you do not have the ability to delete them or rename them. 3. Click the button Click to add more rows. Click to delete the row. 10 The CW nvision Reports page will display. It is on this page that you will specify the criteria for the report. The Report ID, the Sub Report ID and the Through Date fields are all required fields on the CW nvision Reports page (as is indicated by the * that precedes the names of the fields). The Select On This Report Field and the Report Field Value fields must also be populated before the report(s) can be run Click the magnifying glass for the Report ID field. When the Look Up Report ID page opens, you may need to click the button to get the choices to appear. Click on the link for the Report ID of your choice in the Search Results. For most users, this will be one of the first three choices on the page: PROJECT SUMMARY REPORT, PROJECT ACTIVITY REPORT or PROJECT BALANCE REPORT. After making your choice, you will be returned to the CW nvision Reports page, and the Report ID field will populate with your choice. Click the magnifying glass for the Sub Report ID field. When the Look Up Sub Report ID page opens, you may need to click the button to get the choices to appear. Click on the link for the Sub Report ID of your choice in the Search Results. See the informational note below. It is in the Sub Report ID that you specify the particular detail that you want in the type of report you chose for your Report ID. For example, do you want one month of detail, or do you want the entire fiscal year s detail? Do you want to see the Operating Unit (Campus Location) on the report, or not? FM 9.2 Chapter 5-22

23 6. After making your choice, you will be returned to the CW nvision Reports page, and the Sub Report ID field will populate with your choice. Click the magnifying glass for the Select On This Report Field field. When the Look Up Select On This Report Field page opens, you may need to click the button to get the choices to appear. Click on the link for the Chart Field of your choice in the Search Results. You will be returned to the CW nvision Reports page, and the Select On This Report Field field will populate with your choice. 7. Use the Through Date field to specify the end-of-month/end-of-year date through which you wish to view the report. You may either type the date into the Through Date field, or click the calendar icon to choose the date. See the informational note below. When filling in the Through Date field, even though you specify a specific date, the report generated will provide all data available for the month/year specified. 8. Type the appropriate information in the Report Field Value field(s). If you are unsure of what to enter, click the magnifying glass for the Report Field Value field. When the Look Up Report Field Value page opens, you may need to click the button to get the choices to appear. Click on the link for the Report Field Value of your choice in the Search Results. In the screen shot above, and (project ID numbers) were entered as the Report Field Values. See the informational note below regarding the addition or deletion of rows in this area, if need be. If you need additional rows in the Report Field Value area, click the delete a row, click the button in that particular row. button. If you need to 9. If you wish to save the criteria you specified on this page under the Run Control ID you entered, click the button. 10. To add another Run Control ID, click the button. Follow the directions in this section again, beginning with step 2 above. Refer to the specific section(s) below for information regarding the exact criteria to choose for each of the fields on the CW nvision Reports page to get the kind of report(s) you desire. FM 9.2 Chapter 5-23

24 4.1.1 Project Activity (Month-end - No Operating Unit) To set up the Run Control for the month-end Project Activity report that does not include a column for Operating Unit (Campus Location), choose PROJECT ACTIVITY REPORT for the Report ID, Project Activity for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-24

25 4.1.2 Project Activity Entire Year (no Operating Unit) To set up the Run Control for the Project Activity Entire Year report that does not include a column for Operating Unit (Campus Location), choose PROJECT ACTIVITY REPORT for the Report ID, Project Activity Entire Year for the Sub Report ID and Project for the Report Field. In the Through Date field, enter any date that is in the fiscal year for which you want to see activity (i.e. For FY10, enter any date between July 1, 2009, and June 30, 2010). Finally, enter your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-25

26 4.1.3 Project Activity with Operating Unit (Month-end) To set up the Run Control for the month-end Project Activity with Operating Unit report, which includes a column for Operating Unit (Campus Location), choose PROJECT ACTIVITY REPORT for the Report ID, Project Activity w-oper Unit for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-26

27 4.1.4 Project Activity with Operating Unit Entire Year To set up the Run Control for the Project Activity Entire Year with Operating Unit report, which includes a column for Operating Unit (Campus Location), choose PROJECT ACTIVITY REPORT for the Report ID, Project Activity Ent Year w-oper Unit for the Sub Report ID and Project for the Report Field. In the Through Date field, enter any date that is in the fiscal year for which you want to see activity (i.e. For FY09, enter any date between July 1, 2008, and June 30, 2009). Finally, enter your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-27

28 4.1.5 Project Activity with Student Financials Detail and Operating Unit (Month-end) To set up the Run Control for the month-end Project Activity with Student Financials Detail and Operating Unit report, which includes a column for Operating Unit (Campus Location) as well as a tab at the bottom of the report for Student Financials Detail, choose PROJECT ACTIVITY REPORT for the Report ID, Project Activity w-sf and Oper Unit for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-28

29 4.1.6 Project Activity with Student Financials Detail and Operating Unit Entire Year To set up the Run Control for the Project Activity Entire Year with Student Financials Detail and Operating Unit report, which includes a column for Operating Unit (Campus Location) as well as a tab at the bottom of the report for Student Financials Detail, choose PROJECT ACTIVITY REPORT for the Report ID, Project Activity Ent Year w-sf and Oper Unit for the Sub Report ID and Project for the Report Field. In the Through Date field, enter any date that is in the fiscal year for which you want to see activity (i.e. For FY09, enter any date between July 1, 2008, and June 30, 2009). Finally, enter your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-29

30 4.1.7 Project Summary (Month-end - no Operating Unit) To set up the Run Control for the month-end Project Summary report, which can be expanded to show activity for the past months of the fiscal year, choose PROJECT SUMMARY REPORT for the Report ID, Project Summary for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-30

31 4.1.8 Project Summary Adjusted Year End Since the Project Summary Adjusted Year End report can only be run after the fiscal year has closed, the most sensible way to set up the Run Control criteria for the report is to use the Run Control for the month-end Project Summary report, adjusting the criteria for the two fields that need to be changed. After you have run the year-end report, simply change the criteria back. To do this, make sure you have followed the directions for setting up the month-end Project Summary report Run Control, as explained in section above. Bring up that Run Control, referring to section 4.2 of this document, if need be, for help in pulling up a Run Control you had previously set up. The two fields that will need to be changed in the Run Control are the Sub Report ID (choose Project Summary Adjusted Year End ) and the Through Date (enter the ending date of the fiscal year - 06/30/xx, where xx is the last two digits of the fiscal year). Changing these two fields will allow you to get the information from the adjustment period to show up on your report. ***Note*** If you enter any other date, the report will run, but it will include the adjustment period as well as the date range you specified (i.e. Running this report for 7/31/08 would include Period 1 and Period 998, where Period 998 is the adjustment period). Run the report as you would any other nvision report. For additional information regarding Adjusted Year End reports, refer to section 6.0 of this document. Be sure to change the Run Control s criteria in the Sub Report ID back to Project Summary when finished running the Project Summary Adjusted Year End report. Remember to save the criteria after you have changed it back. FM 9.2 Chapter 5-31

32 4.1.9 Project Summary with Operating Unit (Month-end) To set up the Run Control for the month-end Project Summary with Operating Unit report, choose PROJECT SUMMARY REPORT for the Report ID, Project Summary w-oper Unit for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-32

33 Project Balance (Month-end) To set up the Run Control for the month-end Project Balance report, choose PROJECT BALANCE REPORT for the Report ID, Project Balance for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-33

34 Project Balance Adjusted Year End Since the Project Balance Adjusted Year End report can only be run after the fiscal year has closed, the most sensible way to set up the Run Control criteria for the report is to use the Run Control for the month-end Project Balance Report, adjusting the criteria for the two fields that need to be changed. After you have run the year-end report, simply change the criteria back. To do this, make sure you have followed the directions for setting up the month-end Project Balance Report Run Control, as explained in section above. Bring up that Run Control, referring to section 4.2 of this document, if need be, for help in pulling up a Run Control you had previously set up. The two fields that will need to be changed in the Run Control are the Sub Report ID (choose Project Balance Adjusted Year End ) and the Through Date (enter the ending date of the fiscal year - 06/30/xx, where xx is the last two digits of the fiscal year). Changing these two fields will allow you to get the information from the adjustment period to show up on your report. ***Note*** If you enter any other date, the report will run, but it will include the adjustment period as well as the date range you specified (i.e. Running this report for 7/31/08 would include Period 1 and Period 998, where Period 998 is the adjustment period). Run the report as you would any other nvision report. For additional information regarding Adjusted Year End reports, refer to section 6.0 of this document. Be sure to change the Run Control s criteria in the Sub Report ID back to Project Balance when finished running the Project Balance Adjusted Year End report. Remember to save the criteria after you have changed it back. FM 9.2 Chapter 5-34

35 Project Balance Year to Date Comparative (Month-end) To set up the Run Control for the month-end Project Balance Year to Date Comparative report, choose PROJECT BALANCE REPORT for the Report ID, Project Balance Year to Date comparative for the Sub Report ID, Project for the Report Field, the Through Date of your choice and then your Project ID number(s) for the Report Field Value(s). Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. FM 9.2 Chapter 5-35

36 Departmental Summary by Project (Month-end) To set up the Run Control for the month-end Departmental Summary by Project report, choose DEPT SUMMARY BY PROJECT for the Report ID, Departmental Summary by Project for the Sub Report ID, Department Code for the Report Field, the Through Date of your choice and then your Department ID number for the Report Field Value. Refer to section 4.1 of this document if you need additional help in setting up the Run Control. Refer to section 4.3 of this document for instructions on running the report. 4.2 Accessing an Already Existing Run Control ID If you have not already accessed the Find an Existing Value page for nvision Reports, follow the directions in section 4.0 above to do so On the Find an Existing Value page for nvision Reports, click the button. 2. When the Search Results appear beneath the button, click on the link for the Run FM 9.2 Chapter 5-36

37 Control ID of your choice The CW nvision Reports page will appear, and the criteria that you specified for that Run Control ID will populate the fields. You may make changes to any of the fields, if desired, before continuing. At the very least, you will likely want to change the Through Date. Remember that the Report ID, the Sub Report ID and the Through Date fields are all required fields on the CW nvision Reports page (as is indicated by the * that precedes the names of the fields). The Select On This Report Field and the Report Field Value fields must also be populated before the report(s) can be run. 4. To pull up a different Run Control, click the button, which will return you to the Find an Existing Value page for nvision Reports. Return to the directions at the beginning of this section above. To run the report for this Run Control, refer to the directions in section 4.3 below. 4.3 Running a Report Follow the directions in section 4.1 or 4.2 above to pull up the Run Control criteria for one of your nvision reports. If you have just run an nvision report and are planning to immediately use the same Run Control to run the report for a different month, it is imperative that you wait until the Process Monitor page (see section below) displays Success under Run Status for the report request you just completed. Failure to wait for the Success message may result in subsequent report requests displaying data that does not match what you requested. FM 9.2 Chapter 5-37

38 1. Make sure that the Through Date is the date you desire before running your reports. 2. On the CW nvision Reports page, click the button to continue Click the button on the message that displays You may notice that the button is now grayed out. Your reports are now processing. If you need to know the minute your reports are finished processing, refer to the directions in section below. If you are ready to view your reports, refer to section below. FM 9.2 Chapter 5-38

39 4.3.1 Using Process Monitor to Verify that Your Reports are Finished Processing The directions below assume that you have sent off a request for a report and are looking at the CW nvision Reports page. If that is not the case, and you need to navigate to the Process Monitor page manually, the Navigation Path is the following: Main Menu > Financial Management > PeopleTools > Process Scheduler > Process Monitor To monitor when your reports finish processing, go to the Process Monitor in one of the two ways provided in the directions above (either navigating to the page manually by following the Navigation Path or through the CW nvision Reports page, as in the screen shot above) If you get the message above, click the button. FM 9.2 Chapter 5-39

40 On the Process List page, you will see one row of information for each report request that you ran in the Last X number of Days. 4. Under the View Process Request For header, you may need to click the button one or more times until the Run Status displays Success and the Distribution Status displays Posted for your report request. If you are planning to immediately use the same Run Control to run the report for a different month, it is imperative that you wait until the Process Monitor page displays Success under Run Status for the report request you just completed. Failure to wait for the Success message may result in subsequent report requests displaying data that does not match what you requested. Click on the Go Back to Nvision Reports link (see screen shot above) to return to the CW nvision Reports page. Return to the directions in section 4.3 above. 5. If need be, refer to the Run Date/Time column to verify which report request you should be looking at. 6. If you have run a lot of reports, you may want to write down the Instance number (second column under the Process List header) of your report request. ** You may highlight the Instance number, right click, and copy it. Doing so will help you to quickly locate your reports through Report Manager after they have finished successfully posting. 7. Once you have verified that your nvision reports have run and posted successfully, you are able to view them. Click on the Go Back to Nvision Reports link (see screen shot above) to return to the CW nvision Reports page, 8. where you can then click on the Report Manager link Accessing Your Reports through the Report Manager After running your nvision reports and allowing them time to finish processing and posting, you will want to navigate to the Report Manager page to view the reports. You can navigate to the Report Manager page in one of two ways: FM 9.2 Chapter 5-40

41 1 1. If you are currently viewing the CW nvision Reports page, you can easily navigate to the Report Manager page by clicking on the Report Manager link (see screen shot above). To navigate to the Report Manager page manually, use the following Navigation Path: Main Menu > Financial Management > Reporting Tools > Report Manager 2 2. When the List page of Report Manager appears, click on the Administration tab. FM 9.2 Chapter 5-41

42 Tips for Working with the Administration Page of Report Manager: On the Administration page of Report Manager, you may want to type the 6-digit Instance number (that you wrote down in section above) into the Instance field (suggested if you have multiple report requests that involve a lot of reports). ** If you highlighted and copied the Instance number, you may paste it into the Instance field. ** Doing so will allow you to narrow the report links you see to only those that were generated through the request associated with the Instance number you entered. 1. Click the button. 2. You should see a link to each report generated in your request(s). 3. If you do not, it may be that you generated your report request(s) more than 1 Day ago. If that is the case, you will need to adjust the Last fields accordingly so that the links to your reports display. 4. Click on the Details link for the report with which you would like to work. FM 9.2 Chapter 5-42

43 5 5. When the Report Detail page displays, you have 2 options: If you simply wish to open the report so you can view/print it, refer to section below If, however, you have numerous reports that you are going to want to print, refer to section below Opening Your Report to View/Print Assuming you have followed the directions in section above so that you are looking at the Report Detail page (displays the.xls link for your report under the File List header), continue with the directions below to simply open the report to view/print. If you are not looking at the Report Detail page, follow the directions in section above first. 1. Under the File List header of the Report Detail page, click on the link for the.xls file. 1 FM 9.2 Chapter 5-43

44 If you are a PC user, continue with the next step below. If you are a Mac user, at this point, your report will be downloaded to your desktop. You will need to X out of the Downloads box that appears and click twice on the report s icon. If a Microsoft Excel box appears regarding macros, click the button to Enable Macros. Your report document will open in Microsoft Excel. As with any Microsoft Excel document, you may save or print your report. For specific directions on formatting your report to print the gridlines, refer to the appropriate section of this document (see Table of Contents). For detailed information about Working with the Reports, continue with the appropriate section of this document (see Table of Contents) If a File Download box appears, click to open the file. 3. If you receive a Security Warning regarding Macros, click the button. Another window containing the report in Excel format will display. As with any Microsoft Excel document, you may save or print your report. For specific directions on formatting your report to print the gridlines, refer to the appropriate section of this document (see Table of Contents). For detailed information about Working with the Reports, continue with the appropriate section of this document (see Table of Contents) Printing Multiple Reports at One Time Assuming you have followed the directions in section above so that you are looking at the Report Detail page (displays the.xls link for your report under the File List header), continue with the directions below to print more than one report at a time. If you are not looking at the Report Detail page, follow the directions in section above first. FM 9.2 Chapter 5-44

45 On the Report Detail page, right click on the.xls link for the report. 2. Choose to Save Link As Please note that you may see the option to Save Target As, which works the same as Save Link As 3 3. When the Save As box appears, click the dropdown arrow of the Save in field and choose a location to create a new folder on your computer for your reports. In the example above, the N: drive was chosen. FM 9.2 Chapter 5-45

46 4. Next create a new folder, and give the folder a name. In the example below, the folder was named Monthly FMS Reports Click the button to open the new folder. 6 7 OR 6. Then click the button to save the report to the folder you created. 7. If a Download complete box pops up, you may want to check the checkbox to bypass the Download complete box from now on. If not, you will need to click the button to exit the Download complete box. FM 9.2 Chapter 5-46

47 8 8. To save other reports to the folder you created, click either the or button to return to the Report Manager s Administration tab. Follow the directions above again, beginning with Tips for Working with the Administration Page of Report Manager in section When finished saving all of your reports to the folder you created above, minimize the FMS Reports database and open the folder you created above Highlight all of the reports you want to print. FM 9.2 Chapter 5-47

48 Right click one of the reports and choose to Print If you receive one or more Security Warnings about macros, choose to If you receive the above message about saving changes, click the button of your choice. The message may appear once for each report you sent to the printer. Your computer should print all of the reports that you highlighted. If it only prints one of the reports, you may need to right click on each report in the folder you created and choose to print. FM 9.2 Chapter 5-48

49 5.0 Working with the Reports To learn about the Zoom feature within a Report, refer to section 5.1 (for Excel 2007) or 5.2 (for Excel 2003) below. To learn about expanding sections of a Report to view additional detail, refer to section 5.3 below. 5.1 Zooming on a Report in Excel 2010 Once you have opened your report from the Report Manager folder, you can adjust the amount of information displayed on the screen at one time by using the Zoom feature of Excel Assuming you have your.xlsx report open, click on the View tab at the top of your screen. 2. Click the icon to open the Zoom dialog box to specify the zoom level of your document. 3. In the Zoom box that appears, click the radio button for the percentage Magnification you want. See the informational note below. The smaller Magnification you select, the more of the Report you will be able to view on your screen at one time. Keep in mind, however, that the smaller the magnification, the more difficult the screen is to read Click the button Zooming on a Report in Excel 2007 Once you have opened your report from the Report Manager folder, you can adjust the amount of information displayed on the screen at one time by using the Zoom feature of Excel. FM 9.2 Chapter 5-49

50 Assuming you have your.xlsx report open, click on the View tab at the top of your screen. 6. Click the icon to open the Zoom dialog box to specify the zoom level of your document. 7. In the Zoom box that appears, click the radio button for the percentage Magnification you want. See the informational note below. 8. The smaller Magnification you select, the more of the Report you will be able to view on your screen at one time. Keep in mind, however, that the smaller the magnification, the more difficult the screen is to read. Click the button Expanding/Collapsing Sections of a Report Once you have opened your report, you may be able to get Additional Details or hide details within certain sections of the report. 1 FM 9.2 Chapter 5-50

51 1. A in the margin at the top or on the left-hand side of the report indicates that that row/column may be expanded to reveal additional details. To expand, click on the button. In the example above, clicking on the button above the YTD column for Actual Activity will reveal details about the amounts listed in that column (outlined above for ease of identifying which column is being referenced) The area outlined in the screen shot above shows the additional details that are revealed after clicking on the button above the YTD column for Actual Activity. 3. Likewise, any row/column that has a button in the left-hand or top margin of the report may be collapsed, which will hide the details that correspond to that row/column. In the screen shot above, one row may be collapsed, Total Expenses, as well as one column, YTD for Actual Activity. FM 9.2 Chapter 5-51

52 It is also possible to expand/collapse ALL row or column sections that have a / at one time. See information in steps below. 4. To expand all row sections that may be expanded in the above report (Total Assets, Total Liabilities, Total Fund Balance and Total Expenses, in this case), click the button at the top of the left-hand margin. If there is no button, then click the button. 5. The result will be the same report with the expandable rows (Total Assets, Total Liabilities, Total Fund Balance and Total Expenses, in this case, as well as Goods & Services, which is a subset of Expenses) expanded to show the details of those cells. 6. To collapse the expanded rows once again, click the button at the top of the left-hand margin. 7. By the same token, it is possible to expand/collapse ALL columns that have a / at one time by clicking the or button, respectively, in the top header. 5.4 Printing a Report with Gridlines If you are planning to print your Excel report, you may wish to have the gridlines print. The set-up below is required if you want the gridlines to print regardless of whether you are using a Mac or a PC. For directions on printing gridlines in Excel 2010, refer to section below. For directions on printing gridlines in Excel 2007, refer to section below Setting up Your Report to Print Gridlines in Office 2010 FM 9.2 Chapter 5-52