Topic: GL Report Templates. What are GL Report Templates? What are the best uses for GL Report Templates? Adding a GL Report Template

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1 Topic: GL Report Templates What are GL Report Templates? The General Ledger Report Template program was created to provide users flexibility within the MUNIS application to create custom general ledger reports. The program utilizes existing fields known by the user who can than select which fields to include in the custom report. Additional functionality allows for the use of Math to create custom calculations specific to the site and subsequently reporting on the information. Reports can be exported as PDF or Microsoft Office Excel. As the Preview and PDF output options are limited to eight columns of data, any additional columns beyond eight will only be shown in an Excel report. The data on the Excel reports can be filtered, grouped and sorted as well as interactively drilled into and data explored in related to the content of your report. What are the best uses for GL Report Templates? The Munis application offers a variety of reporting tools. GL Report Templates offer reporting for the following situations: Custom columnar output with familiar standard Munis report style options Custom output designed to meet a specific business objective Ability to create calculated fields using standard Munis provided values Ability to validate custom reports using standard Munis inquiries and reports Evergreen calculations are maintained as similar standard Munis reports are updated Adding a GL Report Template Access the General Ledger Report Templates functionality through Financials > General Ledger Menu > Inquiries and Reports > General Ledger Report Templates > Report Templates. Page 1 of 10

2 Field Descriptions Code Master Template Description Report Title Number of Columns Column Definitions Tab The code is a 20 digit site specific alpha, numeric or combination value that is used to select the template for use in the Print GL Template Report program. The code defined should allow users a clear understanding of the type of report that is being viewed whether Budget, General Ledger, etc. Selecting this check box designates the template as a master. Master templates cannot be updated, or deleted. A master record can be copied to a new Report Template and then updated. This is a description of the template. This is the title of the report generated when the template is used. You can enter two different lines of information as a report title. This list determines how many columns are included as part of the template. Note that if you are updating an existing template, and change the value of this list, the program displays a warning message that columns in excess of the new value will be deleted. Any columns in excess of eight will not appear on Preview and PDF screens. Columns 9-15 only appear as part of an Excel output. Page 2 of 10

3 Field # Use Math Excel Only Value Fiscal Year YTD/Period 1 st Column Header 2 nd Column Header Descriptions This tab allows you to define the data that will appear in each column of the report. You can select a basic value, or use calculations to compute the column value. Selecting the Excel Only check box causes the column to only appear on an Excel output of the report. You must define each column in the report sequentially. You cannot complete the criteria for column two before column one is entered. This number is assigned by MUNIS and increments by 1 as additional lines are added to the report template. Checking this box signifies that math will be used to calculate the total in the column and is defined under the Value field below. Please see additional Use Math documentation. Signifies that the line is only assessable when exporting to Excel. Clicking on the eclipse icon displays a list of column values available when creating the report. The list includes various columns found in MUNIS canned reports. If Use Math is checked Clicking on the eclipse icon displays a GL Report Column Calculator which can be used to enter the equation to be used when calculating the total for the column. Please see additional Use Math documentation. This field is only available if not using Math. The available drop down choices change and correspond with the choices made in the Value column. This field is only available if not using Math. The available drop down choices change and correspond with the choices made in the Value column. This field allows the user to customize the heading column 1 name that will print on the report. This field allows the user to enter the heading for column 2 name that will print on the report. Account Find Tab Account Filters Org Obj Project Fund Rollup Code Type Status Segment Filters This tab allows you to set the range of accounts for which the template will generate reports. The Check Account Find option runs a preliminary test of the account criteria, and displays the number of accounts that would be included on the report if it were actually run. Enter the Organization Code for the Range of accounts to be included in the report. This field is optional. Enter the Object Code for the Range of accounts to be included in the report. This field is optional. Enter the Project Code for the Range of accounts to be included in the report. This field is optional. Enter the Fund Code for the Range of accounts to be included in the report. This field is optional. Enter the Budget Rollup Code for the Range of accounts to be included in the report. This field is optional. Enter the Type of accounts to be included in the report; Exp/ Rev all Expense and Revenue accounts, Exp Only Expense only, Rev Only Revenue Only. This field is required. Enter the Status of accounts to be included in the report. Active or Inactive. This field is optional. Select by segment for long account. Page 3 of 10

4 Field Descriptions Sort Options This tab determines the sort order for the report. You can select in what order the columns appear, whether each column has a total value at the end, and where page breaks should appear. Report Options Amount / Totals Options Only include accounts that exceed % Amount Format This tab contains a variety of miscellaneous options to further refine the report template. This option indicates which accounts to include based on the percent of the budget used. For example, if you type 100 in this box, the report includes accounts with a percent used greater than or equal to 100. This includes accounts that have used the entire budget or have exceeded the budget. If the value of this box is 0 or greater, up to 100, the percent used is set to and prints on the report as 100% when the account has a zero revised budget and actual or encumbrance activity. Type a percent or leave this box blank to include all accounts. This option indicates how cents should be calculated into the total amount of each column. Include cents, Exclude cents (standard rounding), Exclude cents (always round down), Exclude cents (always round up). Exclude accts If this check box is selected, the report excludes any account with 0.00 totals. w/ zero bal Print Revenue If this check box is selected, the report prints revenue accounts as credits. This check box is as credit available when the report is being run for just revenue accounts. If not selected, the report Print totals for Rev/Exp Detail Print Options Print Report Options prints revenue account balances without the minus sign. If this check box is selected, the report prints revenue accounts as credits. This check box is available when the report is being run for just revenue accounts. If not selected, the report prints revenue account balances without the minus sign. If this check box is selected, the report options defined will print on the last page of the report. Journal Detail If this check box is selected, the program extracts detail transactions from the GL Journal Hold and GL History tables and prints these detail lines for each account. When printing journal entry detail, SOY entries are treated like purchase order entries. These SOY entries are the encumbrance entries for purchase orders carried over into the current year from last year. To include the SOY journal entries, you must use a starting period of 0. Budget Entries If this check box is selected, transaction type 5 Budget journal entries are included in the detail of the report. Encumb/Liq Entries Add l Jnl Detail Sort Options If this check box is selected, transaction type 4 (encumbrance) journal entries are included in the detail of the report. If this check box is selected, additional journal entry detail entered when the journal was posted will print on the report. This field is only available when Add l JE Detail is selected and allows for sorting by Journal Entries (AP = Voucher), Journal Entries (AP = PO), Journal Entries (AP = Invoice) or Purchase Orders. This box indicates the description that prints next to the account: short or long. The long description contains up to 30 characters; the short description contains 10. Account Description Multiyear view This option tells the report how to present fund balance for multiyear funds. Options include: Default view follow the definition of the fund; if you have selected to report on accounts from different funds, you should override the default here so all accounts are reported with the same view. Life-to-date view Page 4 of 10

5 Field Descriptions Fiscal year view Printing a GL Report Template Access the General Ledger Report Templates functionality through Financials > General Ledger Menu > Inquiries and Reports > General Ledger Report Templates > Print Template Reports. Click Define. Complete the Report Definition. Click Options. Complete the fields with the necessary report criteria. Field Description Template Selection Execute This Report Report Template Master If you are using Munis Scheduler, this field allows you to set the run time for the report generation. This is the report template to use. This check box indicates that the selected report template is a master template. Page 5 of 10

6 Report Title This is the title of the report. The default value of this field is entered from the default report title entered for the template, though you can change the title if needed. Account Find / Sort Options / Report Options Tabs See above Refer to the previous section for detailed options. Use the output buttons on the MUNIS toolbar to preview, print, create a PDF file, export to Word, Export to Excel, or save the report as a text file in the spool file. A sample report is shown below. Calculations Within the Report Template program, select up to 15 columns of various account parameters and output them to a variety of reporting formats. See the provided list of available account parameters at the end of this document. The account parameters are often referred to in this document as column values, and each column value can be reported on in various means. GAAP Totals, Current Year, and Carry Forward amounts are available for some of the column values, and some parameters may be viewed on a year-to-date (YTD) or fiscal period timeframe. Amounts can be calculated for the current fiscal year (CY), next year (NY), or any of the 3 previous years (LY1-3). Where certain column values do not allow for Period/Thru Period calculations, or for fiscal years other than the Current Year, the Report Template program will prevent the user from selecting these options. Account permissions should mirror what s used in the General Ledger Account Inquiry program. If a user is not permitted access to any particular account, those accounts should not appear in the report output from this program either. Column Calculator Option In addition to the set list of column values, you can create columns where the amounts are calculated from other selected column values. A simple column calculator is provided to allow the user to add, subtract, and divide the amounts already calculated for the report. Page 6 of 10

7 Column Value Calculations Original Budget Net Budget Adjustments Budget Transfers Account Inquiry Original Budget fields Revised Budget and Original Budget values in Account Inquiry Account Inquiry Transfers In/Out fields Budget Projections Users with restricted access to certain budget levels will not be allowed to run any reports that include Budget Projection amounts for levels outside their permissions. The default budget projection number is used when selecting values. Revised Budget Available Budget Calculated to match Account Inquiry Calculated to match Account Inquiry CY & LY1 Current Year and Carry Forward only calculations match what is displayed in the Account Inquiry Current Year Tab. Standard GAAP Available Budget amounts will match what is displayed on the 4 Year Comparison Tab. Actuals Encumbrance Actuals match YTD Budget Report for same report options Encumbrances match YTD Budget Report for same report options Page 7 of 10

8 Available Account Parameters: Field Value Column Value Long Description YTD/PER (spfld_val) (spfld_desc) (spfld_lgdesc) (spfld_data2) 1 OBUD Original Budget YTD 2 NBUDADJ Net Budget Adjustments (GAAP Totals) YTD 3 BUDXFERI Budget Transfer In YTD 4 BUDXFERO Budget Transfer Out YTD 5 REVBUD Revised Budget (GAAP Totals) YTD 6 REVBUDCY Revised Budget (CY Only) YTD 7 REVBUDCF Revised Budget (CFWD Only) YTD 8 ACT Actuals (GAAP Totals) 9 ACTCY Actuals (CY Only) 10 ACTCF Actuals (CFWD Only) 11 ENC Encumbrances (GAAP Totals) 12 ENCCY Encumbrances (CY Only) 13 ENCCF Encumbrances (CFWD Only) 14 REQ Requisitions 15 AVBUD Avail Budget (GAAP Totals) YTD 16 AVBUDCY Avail Budget (CY Only) YTD 17 AVBUDCF Avail Budget (CFWD Only) YTD 18 AVBUDNOREQ Avail Budget (GAAP Totals w/o Reqs) YTD 19 AVBUDCYNOREQ Avail Budget (CY Only w/o Reqs) YTD 20 AVBUDACT Avail Budget (GAAP Totals, Actuals Only) YTD 21 AVBUDCYACT Avail Budget (CY Only, Actuals Only) YTD 22 AVBUDCFACT Avail Budget (CFWD Only, Actuals Only) YTD 23 PROJACT Projected Actuals CYTD 24 PCTREVBUD % Used Rev Budget (GAAP Totals) YTD 25 PCTREVBUDCY % Used Rev Budget (CY Only) YTD 26 PCTREVBUDCF % Used Rev Budget (CFWD Only) YTD 27 PCTREVBUDEA % Used Rev Budget (GAAP Totals, Enc & Act) YTD 28 PCTREVBUDCYEA % Used Rev Budget (CY Only, Enc & Act) YTD 29 PCTREVBUDCFEA % Used Rev Budget (CFWD Only, Enc & Act) YTD 30 PCTREVBUDA % Used Rev Budget (GAAP Totals, Act Only) YTD 31 PCTREVBUDCYA % Used Rev Budget (CY Only, Act Only) YTD 32 PCTREVBUDCFA % Used Rev Budget (CFWD Only, Act Only) YTD 33 BUDPROJ5 Budget Projection (Level 5) YTD 34 BUDPROJ4 Budget Projection (Level 4) YTD 35 BUDPROJ3 Budget Projection (Level 3) YTD 36 BUDPROJ2 Budget Projection (Level 2) YTD 37 BUDPROJ1 Budget Projection (Level 1) YTD 998 LINE Line Only 999 BLANK Blank Page 8 of 10

9 Add GL Report Template Reports to the Menu Once you have created a custom report, you can add it to the menu for easy access. To add General Ledger Report Templates to the Menu, a user must have the necessary permissions. To ensure that a user has the necessary permissions, open the General Ledger Role screen. The checkbox Add report templates to the menu must be checked. Open the Report Templates program and find the report to add. Click the Add to Menu option in the ribbon. Page 9 of 10

10 Enter a name for the new menu option and click OK. The default is the report template name. The report will be added to the Munis General Ledger Report Templates menu. Now that the General Ledger Template is on the Menu, it can be run directly from the Munis menu. Page 10 of 10