BI-TECH ARCHIVE REPORTING. Instruction Manual

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1 BI-TECH ARCHIVE REPORTING Instruction Manual Finance Systems March 25, 2014

2 Table of Contents Introduction 2 Report Security 2 Navigating to the Bi-Tech Reports 2 GL Transaction Detail Report 4 JL Transaction Detail Report 6 Parameter Pages 8 Report Output Options 9 BI-TECH ARCHVIVE REPORTING Instruction Manual 1

3 Introduction Bi-Tech was the University s Financial ERP from July 1, 1995, through June 30, 2000 (FY1996 through FY2000). The application itself is no longer available; however, all ledger data that was housed in the Bi-Tech database still exists in an archive database (HPDATA) and is available via Cognos to research historical activity. Bi-Tech s OLDADMIN account was converted into Oracle tables when the Bi-Tech server was shut down in March There were two ledgers in Bi-Tech: General Ledger and Job Ledger. The Job Ledger contains information for the Restricted Contribution, Restricted Grant, Designated and Plant Funds. The General Ledger contains the information for all other fund types, including the Endowment. This document has been created to guide users through the suite of reports developed to report upon this historical data. For any additional questions, please contact Nathan Anderson (andersna@wfu.edu; x3554) or Kathy Arfmann (arfmankc@wfu.edu; x2517). Report Security All of the reports discussed in this document are open to everyone who is a member of the Finance Division (Budget & Financial Planning, Finance Systems, Financial & Accounting Services, and Procurement Services). Campus end users do not have access to these reports. Navigating to the Bi-Tech Reports To launch Cognos, open Internet Explorer, navigate to and enter your network username and password. To navigate to the reports, follow this path: Public Folders > Finance > Shared Departmental Queries & Reports > Bi-Tech Reports & Queries. BI-TECH ARCHVIVE REPORTING Instruction Manual 2

4 Chart Element Listing Reports There are two chart elements listing reports available: Chart Element Listing Org Keys Chart Element Listing Object Codes Both reports give a list of the different chart elements, associated descriptions, and other configuration/setup information. The last column in each report displays the ledger that the code is associated with. There are no parameters associated with any of these reports. BI-TECH ARCHVIVE REPORTING Instruction Manual 3

5 GL Transaction Detail Report This report produces either a transaction detail report or reports with various levels of summarization for the General Ledger. Users are prompted to enter in a required beginning and end date as well as optional filters for the Org Key and Object Codes. There is a report Display Option prompt as well that will determine how the data output is summarized. See the screenshots on the next page for a description and sample of each option. Note: To get a true balance total, always use 07/01/1995 as the beginning date. BI-TECH ARCHVIVE REPORTING Instruction Manual 4

Display Option Display all Detail This option will produce a

Display Option Display totals by Object Code This option will

Display Option Display totals by Org Key and Object Code This option

6 Display Option Display all Detail This option will produce a transaction level detail. Display Option Display totals by Object Code This option will summarize the transactions and only show amounts by object code. Display Option Display totals by Org Key and Object Code This option will summarize the transactions and only show amounts by org key and object code. BI-TECH ARCHVIVE REPORTING Instruction Manual 5

7 JL Transaction Detail Report This report produces either a transaction detail report or reports with various levels of summarization for the Job Ledger. Related General Ledger codes are also displayed on the report. Users are prompted to enter in a required end date as well as optional filters for the Org Key and Object Codes. There is a report Display Option prompt as well that will determine how the data output is summarized. See the screenshots on the next page for a description and sample of each option. Note: There is not a beginning date prompt for this report as they as it is preset with a beginning date of 07/01/1995 for correct inception to date reporting. BI-TECH ARCHVIVE REPORTING Instruction Manual 6

8 Display Option Display all Detail This option will produce a transaction level detail. Display Option Display totals by Object Code This option will summarize the transactions and only show amounts by JL object code. Display Option Display totals by Org Key and Object Code This option will summarize the transactions and only show amounts by JL org key and JL object code. BI-TECH ARCHVIVE REPORTING Instruction Manual 7

9 Parameter Pages One of the most important features of all the reports is the inclusion of a page that lists all of the selected parameters. A sample is below. Every parameter from the initial prompt screen is included on the report s parameter page. Use this to confirm when and how the report was run. This can be very valuable in troubleshooting the report if the data returned seems incorrect, or to assist in running a report with the same parameters as a prior run so that comparative reports can be created. BI-TECH ARCHVIVE REPORTING Instruction Manual 8

Report Output Options After a report is run, a number of icons will be displayed on the top right that allow for the export of the report in different formats.

10 Report Output Options After a report is run, a number of icons will be displayed on the top right that allow for the export of the report in different formats. Click the icon for the applicable format: Toolbar Action Icon Notes Run the report again Users will be prompted for any parameters again; the parameters from the last run will be pre-populated. View in HTML Format This is the best option for viewing the report online and utilizing drill through options. View in PDF Format This is the best option for printing. View in Excel 2007 Format This is the Excel output option that Finance recommends. If users run a summary report for multiple chart elements, each element will display on its own worksheet. The Parameter Page will also be its own worksheet. View in Excel 2002 Format This option is similar to the Excel 2007 option but is for those who do not have an upgraded software version. View in CSV Format This option allows users to save the data in a text file. To return to the main folder menu, click on the return icon ( blue toolbar. ) on the top right of the BI-TECH ARCHVIVE REPORTING Instruction Manual 9

University of Massachusetts Amherst * Boston * Dartmouth * Lowell * President s Office * Worcester

University of Massachusetts Amherst * Boston * Dartmouth * Lowell * President s Office * Worcester Running Queries Users can access the Query Viewer to run pre-defined queries. The results of these queries will aid and assist in statistical analysis and decision making. This job aid explains the procedure