Creating a Basic Financial Analysis Created on 2/25/2013 4:24:00 PM

Transcription

1 Creating a Basic Financial Analysis Created on 2/25/2013 4:24:00 PM

2 Table of Contents Creating a Basic Financial Analysis... 1 Page ii

3 Creating a Basic Financial Analysis Overview Understanding the Creating a Basic Financial Analysis Process In this topic, you will learn how to create a basic Analysis within the Financial Subject Areas of OBI. Procedure Scenario: In this topic, you will learn the steps to create a basic OBI Analysis (additional OBI security access is required) using the Financial Subject Areas. Analytics allows users to create and save their own reports from data contained in OBI. For assistance in creating an Analysis for student information or using Pivot Tables within OBI Analytics, click here ( ml?guid=70a14fa8-963f-4a0f ad01453e0&path=data). Key Information: OBI Analytics Access (mailto:jenfinge@admin.fsu.edu?subject=obi%20analytics%20access&body=i%20am%20inte rested%20in%20obtaining%20access%20to%20obi%20analytics.%20i%20understand%20that %20this%20access%20is%20not%20required%20in%20order%20to%20run%20the%20standard %20financial%20reports%20in%20OBI%20or%20to%20complete%20ledger%20reconciliations. %20%20I%20am%20requesting%20access%20to%20create%20and%20save%20my%20own%2 0reports%20from%20OBI.) Fiscal Year Accounting Period Department Information Estimated Length: 8 Minutes Page 1

4 1. Click the OBI Reporting link. Page 2

5 2. Click the New button. 3. Click the Analysis link. Page 3

6 Page 4

7 4. There are many subject areas to choose from. Depending on your access, you may see additional subject areas. Some of the most prevalent are detailed below. FSU- FMS-GL Cash Detail Journal/detail info re cash and accounts receivable transactions, including AP/EX/SFS source doc info FSU- FMS-GL Encumbrance Detail Detail info re encumbrance transactions, including PO/Voucher/T-Auth/Expense Sheet/GL Journal info FSU- FMS-GL Expense Detail Journal/detail info re expense transactions, including AP/EX/SFS source doc info FSU- FMS-GL Journal Entries Journal details for all transaction types FSU- FMS-GL Liabilities Detail Journal/detail info re liability transactions, including AP/EX/SFS source doc info FSU- FMS-GL Outstanding Encumbrance Detail Similar to Encumbrance Detail subject area but includes Encumbrance Running Total field FSU- FMS-GL Period Balances Ledger balances for both actual and budget/encumbrance amounts--generally will use the End Amount' fields, which reflect the balances of the transaction type indicated (e.g. Ledger, Encumbrance, etc.) FSU- FMS-GL Revenue Detail Journal/detail info re revenue transactions, including AP/EX/SFS source doc info Page 5

8 5. For the purpose of this example, click the FSU - FMS - GL - Expense Detail link. Page 6

9 6. Key Fields Columns (e.g. Department Tree, Fund Tree, Accounting Date, etc.) within the OBI Analytics Subject Areas contain a number of fields that will not be useful to most users. In an attempt to streamline your ability to create useful queries (aka Analyses) in Analytics, we have attempted to lay out the fields that will likely prove most useful from the various Columns. 7. Click the Department Tree button to open the list. Page 7

10 8. Department Tree Key Fields - Department ID - Department ID and Descr - Department Level 1-10 (these represent the various reporting levels the University uses, e.g. Division, College, Department Area, etc.) Page 8

11 9. For the purpose of this example, double-click the Department ID object. Page 9

12 10. Click the Department Tree button to close the list. 11. Click the Fund Tree button to open the list. Page 10

13 12. Fund Tree Key Fields - Fund Id - Fund Desc Page 11

14 13. For the purpose of this example, double-click the Fund Id object. 14. Click the Fund Tree button to close the list. Page 12

15 15. Click the Account Tree button to open the list. Page 13

16 16. Account Tree Key Fields - Account Id - Account Id and Descr 17. For the purpose of this example, double-click the Account Id object. Page 14

17 18. Click the Account Tree button to close the list. Page 15

18 19. Click the Journal Period button to open the list. 20. Journal Period Key Fields - Fiscal Year - Accounting Period - Fiscal Year Period Desc (combo of the two) Page 16

19 21. For the purpose of this example, double-click the Fiscal Year object. Page 17

20 22. Double-click the Accounting Period object. 23. Click the Journal Period button to close the list. Page 18

21 24. Click the Journal Source button to open the list. Page 19

22 25. Journal Source Key Fields - Journal Id - Journal Line - Journal Line Reference - Journal Date - Journal Header Source 26. For the purpose of this example, double-click the Journal Id object. Page 20

23 27. Double-click the Journal Line object. Page 21

24 28. Double-click the Journal Line Reference object. 29. Double-click the Journal Date object. Page 22

25 30. Click the scrollbar to scroll down. Page 23

26 31. Double-click the Journal Header Source object. 32. Click the scrollbar to scroll up. Page 24

27 33. Click the Journal Source button to close the list. Page 25

28 34. Click the Fact Expense Detail button to open the list. Page 26

29 35. Fact Expense Detail / Revenue Detail / Cash Detail / Liabilities Detail Key Fields These Columns have been set up with generic Reference Document fields because they combine transactions from several source transaction types (i.e. Accounts Payable, Purchasing, Travel and Student Financial Services). - Monetary Amount - Source Doc ID (Voucher ID, ER # or Payment ID depending on the transaction type) - Reference Doc 1 (PO ID, T-Auth ID or Deposit ID depending on the transaction type) - Reference Doc 2 (Invoice #, Ref ID, BI Invoice or Group ID depending on the transaction type) - Reference Doc 3 (Lockbox Payment ID) - Reference Doc 4 (Doc Sequence #) - Reference Doc 5 (Cashier Line Description) Page 27

30 36. Fact GL and KK Ledger Key Fields When accessing the GL Period Balances Subject Area, choose from the 'End Amount' fields for the balance as of the date queried. - Budget End Amount - GL End Amount - Enc End Amount - KK Exp End Amount - Proj Budget End Amount For the purpose of this example, we will not use the GL and KK Ledger fields. 37. For the purpose of this example, double-click the Source Doc Id object. Page 28

31 38. Double-click the Reference Doc 1 object. Page 29

32 39. Double-click the Reference Doc 2 object. 40. Double-click the Journal Monetary Amount object. Page 30

33 41. Click the Fact Expense Detail button to close the list. Page 31

34 42. Click the Supplier button to open the list. 43. Supplier provides information on the vendor. For the purpose of this example, double-click the Supplier Desc object. Page 32

35 44. Click the Supplier button to close the list. Page 33

36 45. To reorder Column Names, drag and drop the field. For the purpose of this example, drag and drop the Fiscal Year field before Department ID. 46. For the purpose of this example, drag and drop the Accounting Period field between Fiscal Year and Department ID. Page 34

37 47. Apply Filters A 'Base' filter should always be applied to your Analysis. These filters take care of the behind-the-scenes type criteria such as Source System IDs, Tree Names and Calendar IDs, etc. Page 35

38 48. Click the Shared Folders button. Page 36

39 49. Click the Answers - Departmental button. 50. Click the Subject Area Contents button. Page 37

40 51. Click the FSU - FMS - GL - Expense Detail button. Page 38

41 52. The name of the filter will vary based on the Subject Area you are accessing. For the purpose of this example, double-click the Base - Financial Expense object. 53. If you want to see each of these Base filters listed individually in the Filters section of your Request, check the box next to Apply contents of filter instead of a reference to the filter. Otherwise, these Base filters will appear rolled up in the Filters section. Page 39

42 54. Click the OK link. Page 40

43 55. Click the Department ID dropdown button. 56. Click the Filter object. Page 41

44 57. Click the Operator list. Page 42

45 58. The Operator drop down is where you choose the kind of filter you want to apply to this field (e.g. equal to, between, begins with, etc.). For the purpose of this example, click the begins with list item. 59. Enter the desired information into the Values field. For the purpose of this example, enter "029". Page 43

46 60. Click the OK link. Page 44

47 61. Click the Fiscal Year dropdown button. 62. Click the Filter button. Page 45

48 63. Click the Search... button. Page 46

49 64. Enter the desired information into the Between field. For the purpose of this example, enter "2013". 65. Click the Search button. Page 47

50 66. Double-click the 2013 object. Page 48

51 67. Click the OK link. 68. Click the OK link. Page 49

52 69. If desired, you may also apply filters on fields that have not been selected. Click the Add Filter icon in the right corner of the Filters area. Page 50

53 70. Click the More Columns... link. 71. A separate box will appear, allowing you to filter on fields that were not previously selected. Page 51

54 72. Click the Results tab to review the selected data. Page 52

55 73. Click the New View button. 74. You can change the display of your results. Below are the most commonly used. Table View (default format) Graph View Pivot Table View (similar to Excel) Page 53

56 75. Click the Export This Analysis button. Page 54

57 76. Select your desired format. 77. Exporting directly to Excel may not provide your desired spreadsheet format. To see individual rows in a spreadsheet, try exporting to Data > Tab Delimited Format and opening in Excel. Page 55

58 78. Click the Save Analysis button. Page 56

59 79. Analyses should normally be saved in My Folders, which is your own personal folder. No other user can access these Analyses. For the purpose of this example,click the My Folders object. 80. Enter the desired information into the Name field. For the purpose of this example, enter "Expense Analysis Example". Page 57

60 81. Click the Shared Folders button. Page 58

61 82. If you have created an Analysis that you feel would benefit other users, please submit a Case ( EMPL/h/?tab=DEFAULT&loginurl= in) to request it be shared in the appropriate folder. Answers Central Offices: - Budget Office - Controller - Purchasing - SRAS Answers Departmental Page 59

62 83. Answers - Transfer If there are multiple Analysis users in your department and you wish to share a report with these users, you may use the Answers Transfer folder. There are already several subfolders here for various administrative offices and colleges. If you need additional folders set up, please submit a Case ( EMPL/h/?tab=DEFAULT&loginurl= in). 84. Click the OK link. Page 60

63 85. Click the Prompts object. Page 61

64 86. Click the New button. 87. Click the Column Prompt link. Page 62

65 88. For the purpose of this example, click the "Journal Period"."Fiscal Year" link. Page 63

66 89. Click the Options button. 90. You may choose from various options. For the purpose of this example, the default options will remain selected. Page 64

67 91. Click the Operator list. Page 65

68 92. Select desired operator for your prompt. 93. For the purpose of this example, select is equal to / is in from the list. Page 66

69 94. Click the OK link. Page 67

70 95. Click the New button. 96. Click the Column Prompt link. Page 68

71 97. Click the "Journal Period"."Accounting Period" link. Page 69

72 98. Click the OK link. 99. Click the New button. Page 70

73 100. Click the Column Prompt link. Page 71

74 101. Click the "Department Tree"."Department ID" link Click the OK link. Page 72

75 103. Once all prompts are selected, click the Preview button. Page 73

76 104. Enter the desired information into the Fiscal Year field. For the purpose of this example, enter "2013" Enter the desired information into the Accounting Period field. For the purpose of this example, enter "5". Page 74

77 106. Enter the desired information into the Department ID field. For the purpose of this example, enter "029002". Page 75

78 107. Click the OK button The results from your prompt criteria are displayed. Page 76

79 109. Close the preview window. Page 77

80 110. Click the Save Analysis button to save your prompts Click the Home object. Page 78

81 112. You can access your newly created Analysis from the Home screen listed in Recent or the My Analyses folder. Page 79

82 113. Congratulations! You have completed the topic. End of Procedure. Page 80