GBAS Fall 2012 Workshop Business Administrators: The Art of Developing Data Solutions

Transcription

1 GBAS Fall 2012 Workshop Business Administrators: The Art of Developing Data Solutions Challenge: For fundraising and alumni relations purposes, the Dean requested a report that would show him all UF Foundation fund expenditures. He wanted to see spending by month with both monthly and cumulative totals. 1. First Solution: FIT Cube and Excel a. Log in MyUFL > Click Main Menu > Click Enterprise Reporting > Select Access Reporting b. Public Folders > Click Shared Folders > Click Query Studio Users > Select GBAS Resources c. Select Presentation Base Cube 1

2 d. Click the triangle next to each of the categories below to apply the following filters: i. All Accounts: Select Expenses ii. All Dates: Select YTD iii. All Departments: Select 24XXXX (College of Law) iv. All Funds (by Ledger Group): CASH_BASED v. All Source of Funds: UF Foundation vi. Measures: Select General Ledgers Actuals (GL Actuals) e. View Excel spreadsheet labeled UFF_Fund_Question

3 2. Query Studio Option Create a QS report that shows the detail of spending by month by Source of Funds. a. Log in MyUFL > Click Main Menu > Click Enterprise Reporting > Click Access Reporting b. Click Launch > Select Query Studio c. Public Folders > Select Packages > Finance > Financial Reporting *Note: If Query Studio is used frequently, Financial Reporting will appear in the Recently used packages. If not, click Finance and then click Financial Reporting on the following screen. 3

4 d. Click Manage File > Click My Preferences > Select Preview with No Data> Click OK e. Click Insert Data > Click Select Source Line Detail (package) > Insert the following: i. UFLOR Business Unit ii. Click Chartfields (yellow folder) > Source of Funds Chartfield (blue folder) > Insert Source of Funds Code~Descr > Insert Source of Funds Code iii. iv. Click Account Chartfield (blue folder) > Insert Account Code~Descr Click on Fact Source Line Details (blue folder) > Insert Doc Detail > Insert Posted Amount v. Click on Journal Date (blue folder) > Insert UF-Fiscal Year > Insert Accounting Period 4

5 f. Filter: Filter by selecting each individual parameter and right-clicking on it. On the new pop-up menu click Filter: Filter Source of Funds Code: Open UFF_Fund_Question_ Excel spreadsheet Copy Sources of Funds from spreadsheet Click Type Values in Query Studio > Paste Source of Funds > Click Insert > Click Select all > Click OK *Note: Sources of Funds are provided in Excel spreadsheet UFF_Fund Question_ during the workshop. 5

6 Filter Account Code ~Desc: Insert desired account chartfield (for this example 6xx and 7xx account codes) > Click Select All > Click Insert > Remove 788x entries > Click Select all > Click OK Filter UF-Fiscal Year: Select 2013 for fiscal year > Click OK 6

7 g. Click Save As to save your report for the first time h. Delete columns that are not displayed in final report Right-click Source of Funds Code > Select Delete > Deselect the filter Source of Funds Code > Click OK 7

8 Right-click UF-Fiscal Year > Select Delete > Deselect the filter UF-Fiscal Year > Click OK i. Group: Click Sources of Funds Code~Descr column > Click Group icon 8

9 Click Account Code~Descr Column > Click Group icon j. Save report by clicking the Save icon: 9

10 Click UF-Accounting Period > Click Pivot (creates a crosstab) k. Run Report 10

11 l. Select UF Accounting Period > Select Sort > Select Ascending (1 to 9) m. Export: Click Run Report > Select View in Excel 2007 Format Final view to present to the Dean 11