How to Run the Cognos Account Status Report (ASR) Catherine Maddaford Director of Training Office of the Comptroller

Transcription

1 How to Run the Cognos Account Status Report (ASR) Catherine Maddaford Director of Training Office of the Comptroller

2 Using Business Intelligence the ASR THE START PAGE YOUR BI PORTAL 2

3 Link from Kuali to BI Once you are logged in to Kuali, click on the Business Intelligence button at the top right of the Kuali system menu. Business Intelligence refers to the reporting system using IBM Cognos. You will be automatically signed in if you are linking from TARA or KFS.

4 KFS GL Report Portal If you have the standard permissions to BI reporting for the general ledger, you should see the KFS GL portal, as shown below when you first log in. If not, go to slide## to locate this portal. 4

5 Using Business Intelligence the ASR SELECTING THE ASR VIEW OF YOUR CHOICE 5

6 Four ASR views To start, click on your selection

7 Which View? Display view with options to change accounts, periods, and options to download Account Status Report (ASR) ASR with Object Type Sub Totals Download only, all sections in one, no display Download ASR ASR with Object Type Sub Totals for Download The object type sub totals refer to the same ASR but with sub totals by revenue and expense (for accounts with both).

8 Select the fiscal year or leave it at the default current year. Select the fiscal year period from the drop down list. (This selects the month for your report.) Next Select Yr/Period

9 Enter Account Choose account entry option button. Enter the 10 digit account number directly for the fastest results. Once your account is entered, click on Finish. 9

10 Click on the Options link for choices. The default is starts with. Enter beginning digits for account masks (without *.) Try contains any if the starts with option doesn t work. Click on Search. OR Account Search

11 Select and Finish Choose from the results of your search by clicking on the account, which highlights your selection. Click on the Finish button to generate your report.

12 Please Wait message The Please wait image will appear whenever your report is generating or whenever your search is processing. Some reports or searches will take some time to complete. If you wish to stop you need to click on the cancel button, if available, which may cancel your BI session and close the window.

13 1 ASR View Displays the ASR in four parts. Four tabs for four sections. Each section is separate. Display and/or download each section. Drill through options to see detail. Each view allows you to reprompt to change the display to a different period and/or year.

14 1 ASR View Details Drill through options to see detail. BI payroll data can be displayed through drill down on payroll object codes if the user has the appropriate role and security Accounting detail lines available for other transactions, but supporting edocs will only open from GL inquiries in KFS. Each detail section contains data to support the totals that appear in the appropriate summary column in the summary section.

15 1 Reprompt Options In this version you can export the individual sections to four different formats, as shown. You can also reprompt to change the year or period for the same account you had previously selected.

16 2 Download ASR Export options for this format Choose export option to finish. Only PDF or Excel 2007 are available on this download format. No display available for this format, only download options.

17 No Data? Message: There is no data for your selection. No activity for that section during that month. Account may be new with no budget or no transactions. If there are no transactions in any specific category, the header for the section will appear but there will be no data in that section.

18 Drill Through on Object From the summary section in the ASR (view format) you may drill through on either object class or object code to see more detail. Detail reflects same information as shown in the detail section for that column and object and period, and includes the object code selected or all of the object codes in the object class.

19 Starting a New Report To start a new report: Return to BI Home Menu Go back to your Portal menu To close the BI window: Log out of BI Next to your name on the BI toolbar is the Log Off link. Clicking on that will log you out of BI, but you will still be logged in to Kuali if you have your Kuali system tab still open.

20 ASR Detail and Totals One account at a time. One fiscal period at a time. View after month end to capture all data for that month. Contains some document reference numbers beyond just the transaction edoc number (such as PO number.) Includes fiscal year to date totals for all accounts and project to date totals, where applicable. Captures only posted items, nothing pending.

21 Finding more information beyond just the ASR OTHER REPORTS SIMILAR TO THE ASR IN BI AND KFS 21

22 Contains both the transaction detail and the budget transaction detail, but no encumbrance detail or budget balances. Available for multiple periods in the same fiscal year, but only one account at a time. Use to analyze or capture detail. Can be displayed and downloaded. Analysis R

23 Running Analysis R Select Fiscal Year. Enter 10 digit account and click on Search, or use other options to select Account.

24 Select Periods/ Finish Enter beginning and ending fiscal year periods by selecting from the pull down list. Be sure to select only periods that are closed to get the most accurate data. Click on finish to generate the report. 24

25 Other BI GL Reports These reports can be run for multiple accounts and multiple periods. 25

26 KFS Balance Inquiries Use for both pending and posted transactions. Best choice to obtain current available balance for an account.

27 Other Presentations More presentations available on this site: Reconciling your Accounts using the ASR and KFS inquiries. Managing your settings in BI.