State Analytical Reporting System (STARS)

Transcription

1 User Guide Financials - Accounts Payable Page 0

2 Financial Analytics Dashboards and Reports Table of Contents Financial Analytics Dashboards and Reports... 1 Accounts Payable Dashboards... 2 Voucher Details... 3 Voucher Accounting... 3 Payment Voucher XRef... 4 Holds and Discounts... 5 Energy Consumption... 7 Procurement... 8 Invoice Details PO... 8 Exercises Voucher Details Selecting Different Views Sorting Move Columns Adding Sub Totals: Save Report Creating Customizations : PO Invoice Lines: Create Graphs: Report Creation Exercise: Filters: User Guide Financials - Accounts Payable Page 1

3 This workshop is to provide you an overview of Oracle Financial Analytics Dashboard how you can analyze and investigate business issues thru pre-built dashboards. Financial Analytics enables you to track AR, AP, Cash Flow, performance against budget, and more on a daily basis. This Document Covers the Financial Analytics: Accounts Payable Subject Area. Log into STARS BI Analytics User ID: Assigned User ID Password: Assigned Password Accounts Payable Dashboards Select > Dashboards > Accounts Payable The Accounts Payable pages contain the key financial indicators to view and analyze Voucher and Payment Details, Voucher Accounting, Holds and Discounts, and Energy Consumption. User Guide Financials - Accounts Payable Page 2

4 Voucher Details State Analytical Reporting System (STARS) This report gives data from Voucher, Voucher Line, Voucher Distribution tables and the related PO Header details. Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze voucher details by AP Business Unit, Voucher ID, Department, Fund, SID. You can also narrow your search by Accounting Year, Accounting Quarter, or Accounting Date. Voucher Details Report Voucher Accounting This report gives data from Voucher, Voucher Line, Voucher Accounting Line tables and the related PO Header details. Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze voucher accounting details by AP Business Unit, Voucher ID. You can also narrow your search by Accounting Year, Accounting Quarter, or Accounting Date. User Guide Financials - Accounts Payable Page 3

5 Voucher Accounitng Details Report Payment Voucher XRef This report gives data from Voucher, Payment Voucher XRef, Payment tables and the related PO Header details. AP Total Outstanding Amount = (AP Invoice Amount) - (AP Total Payment Amount) Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze voucher payments by AP Business Unit, Voucher ID, Remit SetID, Remit Vendor, Vendor Name. You can also narrow your search by Accounting Year, Accounting Quarter, or Accounting Date. Voucher Payment Details Report User Guide Financials - Accounts Payable Page 4

6 Holds and Discounts AP Holds By Hold Reason This report will give the holds that are currently applied to all the current invoices for every hold type. Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze vendor hold payments by AP Business Unit, Fiscal Calendar, Fiscal Year, Fiscal Quarter. AP Holds By Hold Reason Report User Guide Financials - Accounts Payable Page 5

7 Top 10 Vendors By Discount Offered This report displayd the top 10 vendors by discount offered. Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze vendor hold payments by AP Business Unit, Fiscal Calendar, Fiscal Year, Fiscal Quarter. Top 10 Vendors By Discounted Offered Report User Guide Financials - Accounts Payable Page 6

8 Energy Consumption This report displays voucher details for energy by account and consumption. Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze energy consumption details by AP Business Unit, Voucher ID, Energy Account #. You can also narrow your search by Accounting Year, Accounting Quarter, or Accounting Date. Energy Consumption Details Report User Guide Financials - Accounts Payable Page 7

9 Procurement Invoice Details PO This report displays invoices details by Purchase Order and purchasing authority. Filters or Prompts (required fields are denoted by an asterisk (*).You have the option to view and analyze invoice details by purchase orders by AP Business Unit, Fiscal Calendar, Invoice Fiscal Year, Invoice Fiscal Qtr., Vendor ID, Vendor Name, Invoice ID. Invoice Details By PO Report User Guide Financials - Accounts Payable Page 8

10 User Guide Financials - Accounts Payable Page 9

11 Exercises Voucher Details This report gives data from Voucher, Voucher Line, Voucher Distribution tables and the related PO Header details. AP Voucher Distribution Details Filters or Prompts (required fields are denoted by an asterisk (*). You have the option to view and analyze voucher details by AP Business Unit, Voucher ID, Department, Fund, SID. You can also narrow your search by Accounting Year, Accounting Quarter, or Accounting Date. In this exercise we want to review vouchers in a Business Unit, SID and Accounting Year. Selection Criteria: AP Business Unit: MHA (all), SID: Accounting Year: 2015 Select: AP Business Unit Click the drop down arrow and click on Search User Guide Financials - Accounts Payable Page 10

12 In the Select Values Available: Type: MHA, unselect the Match Case box Click Search Click the double arrow to move all values to the Selected box. Click OK User Guide Financials - Accounts Payable Page 11

13 Select the SID Type in the SID: Accounting Year: Is a required field and defaults to the current Fiscal Year Parameters selected User Guide Financials - Accounts Payable Page 12

14 Click Apply Results Selecting Different Views Sorting Move Columns (move columns to Prompts) User Guide Financials - Accounts Payable Page 13

15 Sorting This can be done in two ways:- State Analytical Reporting System (STARS) (a) Click on the icon which is at the corner of the column header. There will be two icon s one ascending and other descending. (b) Right click on the column header and you can sort from the available options Results User Guide Financials - Accounts Payable Page 14

16 Sort on AP Amount Move Columns You have the option to move columns Left, Right, To Prompts, and To Sections. Move a Column to Sections: Hover on the Move Column and see another extended view Click on the To Sections Results (View By Sections) User Guide Financials - Accounts Payable Page 15

17 Move the Section back to Columns Hover on the SID Column and see the extended view Click on the To Columns Move the column left Hover on the column, click on the object and hold User Guide Financials - Accounts Payable Page 16

18 Drag the column all the way to the left and drop into the column User Guide Financials - Accounts Payable Page 17

19 Adding Sub Totals: From the same report above Right Click on the Fiscal Year column and Hover on to the Show Row Level Grand Total and Click on After Values Results User Guide Financials - Accounts Payable Page 18

20 Save Report Go to Creating Customizations section below (go to Step d). User Guide Financials - Accounts Payable Page 19

21 Creating Customizations : State Analytical Reporting System (STARS) Create a personal, customized view of your dashboard page. Saved customizations allow you to save and view dashboard pages in their current state with your most frequently used or favorite choices for items such as filters, prompts, column sorts, drills in analyses, and section expansion and collapse. By saving customizations, you do not need to make these choices manually each time you access the dashboard page To save a customized dashboard and set preferences, perform the following steps: a. Go to Dashboard > My Dashboard. b. Click on any Filter (in this example we selected AP Business Unit MHA) c. Click on Apply. d. Select Page Options > Save Current Customizations. e. The Save Current Customization dialog box appears. Name your customization MHA Voucher Details and click OK User Guide Financials - Accounts Payable Page 20

22 f. Repeat the same for AP Business Unit DCF (Step b.) and name this customization as DCF Voucher Details g. Click OK. Note: - These customizations are specific to a particular page in dashboard. h. The above two customizations can be found in the same page by Selecting Page options > Apply Saved Customization. i. Saved Customizations can be deleted by selecting page options > Edit Saved Customizations. Select the name of the customization and click delete icon. Customization on the current page can be clear by selecting Page Options > Clear my Customization. User Guide Financials - Accounts Payable Page 21

23 Exercise is complete. PO Invoice Lines: This report gives details like the AP Business Unit, Voucher ID, Invoice ID, PO ID, PO Date etc. This report show how the AP data is tied to Procurement data. To navigate to this report perform the following steps. Go to Dashboards > Procurement Go To PO Invoice Lines page User Guide Financials - Accounts Payable Page 22

24 The report on this dashboard page shows the AP and Procurement related information. Change the Filters to see data for different criterias and click apply to run the report. In this case change the AP Business Unit to DASM1 and don t change other prompts and click apply. The report will run for DASM1 and return results. Right click on any column and you can do various operations like o Sort column o Move Column (From left to Right or vice versa) o Move column to prompts, Sections o Exclude or Hide Column from the report o Show Subtotals after or before values All these are covered in the previous exercises. Save the current Customizations to run for different Criteria. Once you select DASM1 and hit apply Select Page Options > Save Current Customizations. User Guide Financials - Accounts Payable Page 23

25 Name it as DASM1 Similarly Try another AP Business Unit DASS1, Hit apply and Save the Customization as DASS1 Now you can see the 2 customizations you saved. Next time when you come to this dashboard page you don t have to select the criteria but simply select from the saved customizations. Exercise is complete. User Guide Financials - Accounts Payable Page 24

26 Create Graphs: In this section let us create a simple report and create a graph on that report. Create a simple report with the fields and filters shown in the below screenshot. Now lets us create count of Voucher ID s Click on the Voucher ID Edit formula as highlighted in red above. In the Edit Formula window change the column formula as below and Click OK. User Guide Financials - Accounts Payable Page 25

27 Click on the Results Tab and wait for the report to run On the Results tab, click the New View menu item on the top of the report New View Graph Bar Vertical User Guide Financials - Accounts Payable Page 26

28 Click on the Edit Button on the graph User Guide Financials - Accounts Payable Page 27

29 In the Layout Section Move the Accounting Year to Horizontal Axis and AP-Amount to Excluded section Click Done. Now you can see the Count of Vouchers by Fiscal year in the graph. User Guide Financials - Accounts Payable Page 28

30 This way you can create different graphs by different dimensions. It can be Bar, Line, Line Bar, Pie, Time Series Graphs etc., Exercise is complete. Report Creation Exercise: This exercise helps you to create a report on your own. This exercise will show you how to create a analysis, to add columns, remove columns, add filter criteria to your report and run the results. Let us consider the example of the Daily Offset Report for this exercise. Perform the following steps to create a report. a. Click New Analysis b. BI will prompt you to select the Subject Area. Select the Subject Area Financials AP Voucher XRef Payments User Guide Financials - Accounts Payable Page 29

31 c. A new blank Analysis will open which will have the o o o Subject Areas section (All the data Elements are present here) Selected Columns Section (You can drag/drop columns that are needed for report) Filters section (The report Criteria can be set in this section) Screenshot below displays the 3 different sections d. Expand to see the data elements in different folders of the subject area. e. Expand the AP Business Unit Folder and drag&drop the AP Business Unit column in the Selected Columns section. User Guide Financials - Accounts Payable Page 30

32 Similarly Expand the AP Line Details > Document Details folders > drag&drop Voucher ID and Invoice ID columns to the Selected Columns Section. You can also double click on the column you want to add to the report. So you can either Drag&Drop or Double Click on the column to add the column to the report. Similarly Add all the columns required for this report like SETID, Vendor ID, Payment Date, Vendor Name, Short Vendor Name, Remit SETID, Remit Vendor, AP Total Payment Amount etc as listed below from their following folders. User Guide Financials - Accounts Payable Page 31

33 AP Business Unit > AP Business Unit, Document Details > Invoice ID, Document Details > Voucher ID, Payment Details > Payment Date, Payment Voucher XRef > Remit SetID, Payment Voucher XRef > Remit Vendor, Vendor Address > Address Line 1, Vendor Address > Address Line 2, Vendor Address > Address Line 3, Vendor Location > Remit Address Sequence Number, Vendor > City, Vendor > Postal Code, Vendor > SETID, Vendor > Short Vendor Name, Vendor > State, Vendor > Vendor ID, Vendor > Vendor Name, Vendor > Vendor Name2, Facts - Voucher XRef > AP Total Payment Amount User Guide Financials - Accounts Payable Page 32

34 Filters: f. Once all the required columns are added to the report, it is now time to set criteria for the report. Let us add the following filters to this report SETID = STATE Payment Date = 01/31/2015 Remit Vendor = DRSM1 Click on the Drop Down icon at the right side of the SETID column as highlighted below and click on Filter A New Filter window will appear where you can set the criteria. In this case STATE User Guide Financials - Accounts Payable Page 33

35 g. Similarly add Payment Date = 01/31/2015 and Remit Vendor = DRSM1 filters h. After adding the columns and setting the filters let us take a look at the report results To see the report results click on the Results tab on the top. User Guide Financials - Accounts Payable Page 34

36 i. This report will show the results for the Filter criteria that is selected and it will look like below j. You can drag the columns to left or right, Sort the columns as covered in the previous sections. User Guide Financials - Accounts Payable Page 35

37 k. Click on Save As Icon on the Top Right side of the report to save the report in your folder. l. Rename the report with any name (in this case DRS Daily Offset Report) and select the folder to save the report. You can create a folder of your choice ( Training ) m. To View this report in your folder Click on Catalog and navigate to the path where you saved the report. User Guide Financials - Accounts Payable Page 36

38 Click on Edit to go back to edit the report. Exercise is complete. User Guide Financials - Accounts Payable Page 37