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 Link from Kuali to Cognos 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 run using Cognos.

3 Home Menu If you don t see this menu when Cognos opens, click on the Home icon at the top of the Cognos toolbar.

4 Downloading the full ASR The first part of these directions applies to the choice to download all four sections of the ASR as one report. For this option, select Download ASR from the report menu. If you wish to view and download each of the four sections separately, choose the Account Status Report (ASR) option on the menu.

5 Select ASR for Download

6 Parameter Selection Page

7 Select year and period 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.)

8 Click on the Options link to (show) expand your choices for your account selection search. The default is starts with but you can select other options. You can search by the account number, using numbers, or by the account name, using the beginning or parts of the account name.* *Note: If starts with does not work for your name search, try contains any For account masks, use starts with any and enter the starting account mask. To select a specific 10 digit account number, enter the entire number and use starts with and contains all Select your search options

9 Example select by account mask

10 Report Running Message Note that your account search may often show you a Please wait dialogue box, even indicating the message report running. This does not always mean that there is a report running, but it often means it is simply running the search.

11 Select your Export (format) choice Note that you have only the choices of PDF or Excel This option does not display the ASR first, but only exports it for download. If you wish to use Excel 2002 or CSV as your download format, you will need to use the first ASR on the main menu. That will separate the four sections and therefore allow different download formats. It will also display the ASR first.

12 Be sure to click on (highlight) your selection before you proceed to next, as shown here in this image.

13 Report Results PDF When you select PDF, you will get a report with a report header like the above image. Your content will appear below the header (not shown here.) You will have multiple pages for the report, with a change in the header title as you proceed through each of the four sections: Summary Transaction Detail Budget Transaction Detail Report of Open Encumbrances, Commitments and Liens NO DATA If there is no data for any of the four sections, you will see the header indicating that: There is no data for your selection. That means there was no activity for that section during that month, so there is no detail to display.

14 Returning to BI Home Menu You can return to the Business Intelligence Home Menu to run another report, or to Log out of BI (Cognos). Use the browser back button to return to the home menu, or click on the Home Icon on the BI toolbar. 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.

15 Displaying the Cognos ASR This section displaying the ASR in four parts. Four tabs for four sections. Each section is separate. Display and/or download. Display or download each section separately. Download options include PDF, two versions of Excel, and CSV. Drill through options to see detail. Use Kuali inquiries to actually drill down to open the Kuali edocs. Cannot link to WEBBA or other systems directly, but most document detail information is displayed. Each view allows you to reprompt to change the display to a different period and/or year.

16 Year and Period Select Fiscal Year. Select Period (month).

17 Search, Select, Finish Search for account. Select account. Click FINISH.

18 Export and 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.

19 Too slow? the report. You can choose to have the report delivered by when you get this dialogue box, or you can wait for it to display. If you choose to not wait, click on the link select a delivery method. Choose and it will get your address from Kuali.

20 Drill down to more detail Drill down/through on object code. Goes to more detail for that object code. Detail reflects same information as shown in the detail section for that item.

21 What is New/Different? Detail reference codes from WEBBA and those from Kuali are different. Journal type EFS: Comes from WEBBA or another legacy system. Other Journal types: From Kuali or emarket. Transaction Code: Kuali has limited transaction codes, such as PO. EFS will display the old transactions codes from WEBBA. Document Number: EFS will be old document numbers with journal type in from of the document number, and Kuali will display edoc numbers. Reference Number: EFS will display the old reference number and Kuali will use this for emarket detail.

22 Examples Transaction Detail EFS Transactions (WEBBA) Journal Type = EFS Transaction Code = WEBBA transaction code, such as CDPC, APIN, INVO Document Number = Journal Type Batch number, such as CDPC 11741D, CD E12931 Reference Number = EFS Reference number, such as Requisition number or check request number. KFS Transactions (Kuali, emarket) Journal Type = KFS edoc type code, such as GJ, PCDO, PREQ Transaction Code = PO for emarket, if applicable Document Number = Edoc number Reference Number = emarket PO number, if applicable

23 Budget Transaction Detail Will only display data if there were budget transactions during that fiscal period. Detail is currently only from EFS until budget changes convert to Kuali budget changes.

24 Encumbrance This section contains only liens from sources other than payroll. This is the section where the most changes have occurred between how liens/encumbrances were displayed in WEBBA versus how they are now displayed for Kuali/eMarket. Encumbrances are now recorded at several different stages in the purchasing process in emarket, and will therefore display debits and credits for each of the stages. EFS liens now display differently than they did in WEBBA, in the attempt to display them in the same manner as KFS liens.

25 Encumbrance Balances for the liens will only display in total on the encumbrance page in Cognos, and will not show the balance forward by PO as they did before in WEBBA. If a PO does not have any activity in that month, it will not display here, even if there is an encumbered balance. The document number for the EFS liens is a combined number that starts with the PO number, as previously shown in WEBBA, and ends with a transaction number (not shown in WEBBA.) 25