Financial Report Guide

Transcription

1 Financial Report Guide 2008 Washington University All rights reserved. For RAPS Support, send an message to or call Last Modified: 09/16/08

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3 Table of Contents I. Navigating to the Financial Reports... 1 II. The Financial Reports Page... 4 A. Financial Reports Page Screen Shot... 4 B. Navigating the Financial Reports Page... 5 III. Financial Report Prompts... 6 A. Organization Selection Options... 6 B. Report Period Selection Options... 7 C. Account Selection Options... 8 D. Additional Report Filter Options E. Columns available to display F. Report Format Options G. Additional Display Options IV. Navigating a Report A. Running a Report B. Navigating the Report Screen C. Printing and Saving a Report V. Converting a Report to HTML VI. Exporting to Excel Format VII. Financial Reports A. Budget Summary B. Transaction Detail C. Open Encumbrance Detail D. Balance Sheet Account Summary VIII. Saving Prompt Selections A. Report View IX. Setting Personal Preferences X. That WRAPS it up!... 40

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5 Navigating to the HR Reports I. Navigating to the Financial Reports In this section, you will be shown how to access RAPS by logging in and navigating to the Financial Reports page. At the Washington University intranet home page, select Cognos Connection Log on from your Favorites menu, or enter The namespace authentication appears. Click OK. The Cognos Application Website displays. Enter your User ID. This is your WUSTL-KEY. Press TAB, enter your WUSTL-KEY password, and press OK. The Cognos Welcome page or the Cognos Connection page will appear. If the Cognos Welcome page appears, please select My Home in the upper-left corner, and the Cognos Connection page will appear. If the Cognos Connection page appears, proceed to the next step. Financial Report Guide Version 1.1 1

6 Navigating to the HR Reports The Cognos Connection screen (Home Page) displays: Note: Your list of folders may only consist of one or two items. Click the Financial Reporting Home tab. The Financial/Cognos Connection Reports Page displays, showing the available Financial Reports. Note that the My Folders tab highlighted below. 2 Financial Report Guide Version 1.1

7 Navigating to the HR Reports You can click My Folders to see the information stored there. By clicking the New Folder icon on the toolbar, You can add a sub-folder to help you organize your files. For example, you could create one folder for saved views. In addition, by clicking on More to the far right of a file name, you can move or copy the file to another folder. Use this feature to organize your files, much like you would in a Windows folder such as My Documents. In this section, you explored how to log in and navigate to the Financial Reports page. Financial Report Guide Version 1.1 3

8 The Financial Reports Page II. The Financial Reports Page In this section, you will become familiar with the Financial Reports page. A. Financial Reports Page Screen Shot List View Format Home Icon Help Task Bar Report Actions Note: The Modified date is updated any time a report is saved to a folder or updated by a report author. 4 Financial Report Guide Version 1.1

9 The Financial Reports Page B. Navigating the Financial Reports Page Icon Icon Toolbar List View Displays the Financial Reports Page in List View Format Detail View Displays the Financial Reports Page in Detail View Format Report Actions Home Returns to Cognos Connection Home Page My Area Set General, Personal, and Portal tab preferences Set / View Report Properties Run Report with Options Create a Report View of this report Create a shortcut to this entry (More ) View run history (More ) Add to bookmarks (More ) Note: Click More to see additional icons. Take a close look at the Home icon on the Cognos Connection toolbar. Notice the down arrow to the right of the Home icon. When you click it, you have two options. The top option lets you return to your Home page. The bottom choice lets you set what will be your new Home page. For example, you could move to My Folders and select a sub-folder your frequently use. By clicking the down arrow and selecting Set View as Home, you make this setting your new Home page In this section, you explored the Financial Reports page. Financial Report Guide Version 1.1 5

10 Financial Report Prompts III. Financial Report Prompts In this section, you will learn about the Financial Report prompts in order to get just the data you need. The initial set of RAPS Financial Reports gives you more reporting control by providing guided analysis in the form of optional prompt fields and filters, as well as optional column show/hide capabilities. The following describes common prompts used throughout the Financial Reports. Please note the green text on all of the different prompts. This text guides you on how to use the different prompts. A. Organization Selection Options Most of the Financial Reports have a hierarchical set of prompts which helps you narrow the report to a logical grouping of departments. Selections made from a high-level prompt in the left column narrow available choices in lower-level prompts. For example, to run a report for all of Arts & Sciences, simply choose Arts & Sciences from the School level, and then choose the Select All link in the Department prompt. Selections made in the Organization drop-down lists on the left narrow the Department list on the right. Use this to quickly locate specific departments within the Organization. For example, to run a report for several departments within Internal Medicine, choose Internal Medicine from the Reporting Unit level. Next, select the desired departments from the filtered list of departments that roll up within Internal Medicine. The choices available in the Organization prompts are filtered to match your departmentlevel security in the FIS system. Note the asterisk (*) denotes a required field. 6 Financial Report Guide Version 1.1

11 Financial Report Prompts Alternate Hierarchy Notice that by selecting Yes in the Show Alternate Hierarchy option box, Alternate Hierarchy Selections Options appear. Note that the display of the Dept-Funds included in the Alternate Hierarchy. Each level of the Alternate Hierarchies cascades off the prior level. B. Report Period Selection Options All of the Financial Reports have date selection prompts, which allow you to narrow the report to a specific point in time or to pull data between two dates. Transaction-type reports contain several date prompts; whereas, balance-type reports typically contain an As of Date prompt. Note the asterisk (*) denotes a required field. Balance-type: Transaction-type: Financial Report Guide Version 1.1 7

12 Financial Report Prompts C. Account Selection Options The Account Selection Options prompt is designed to provide you with flexible account search options. The account has been divided into five tabs: Fund, Ledger, Class, Subclass, and Object. Criteria entered into these prompts will narrow the report results accordingly. Note that on Transaction-type reports, there are additional options available, such as: SR Code, Object (transaction), and Investment Type/Account Code. Departments selected in the Organizational prompts filter information available in the Account selection options. Criteria entered on tabs on the left narrow available choices in tabs on the right. For example, the Fund tab will filter choices available on the Ledger, Class, Subclass and Object tabs. The account selections filters provided may be a fast method to filter individual funds, ledger classes, subclasses, and other account information. All of these filters are optional, and you are not required to use them. Note that all information is filtered to prevent illogical choices, such as selecting a subclass that does not correspond to a ledger class selected. Fund (Optional) The fund tab provides three fund search options: Single fund (type in), Fund range(s), and Multi-select fund list. You should only choose one fund search option. Do not enter criteria into multiple fund prompt options. There are also options to filter funds by Fund Major (a grouping of fund codes), Fund Code, and Cost-Sharing Funds. The Refresh Fund Display link will refresh available choices after making selections. 8 Financial Report Guide Version 1.1

13 Financial Report Prompts Ledger (Optional) Depending upon the report, the Ledger tab offers up to 10 Ledger choices: 0, 1, 2, 3, 4, 5, 6, 7, 8, and 9. All Ledgers are selected by default; however, the report can be narrowed to return a specific Ledger by checking one or two options only. Department and Alternate Hierarchy Choices will narrow choices available on these filters. Class (Optional) Depending upon the report, the Class tab offers up to eight Class choices: 1, 2, 3, 4, 5, 7, 8, and 9. All Classes are selected by default; however, the report can be narrowed to return a specific Class by checking one or two options only. Department and Alternate Hierarchy Choices will narrow choices available on these filters. Financial Report Guide Version 1.1 9

14 Financial Report Prompts Subclass (Optional) The Subclass tab (formerly referred to Budget) lists all subclasses available in the account. Choices made on the Fund and Ledger Class tabs will narrow the list of Subclass choices. Department and Alternate Hierarchy Choices will narrow choices available on these filters. Note how the available subclasses are divided according to Class. Subclasses can be different, depending upon the class with which it is associated. Acct Code & Inv Type: This tab is used for Balance Sheet reporting, and choices will also be narrowed based upon other selections. Object (Optional) The Object tab lists all objects available in the account data. Choices made on the Fund, 10 Financial Report Guide Version 1.1

15 Financial Report Prompts Ledger Class, and Subclass tabs will narrow the list of object choices. Object (Trans): Financial Report Guide Version

16 Financial Report Prompts SR Code: SR Codes (Special Reporting codes) can also be used to filter transactional data. 12 Financial Report Guide Version 1.1

17 Financial Report Prompts D. Additional Report Filter Options Many of the Financial Reports have optional filter prompts which allow you to narrow the report to a specific criteria. These prompts are not required and will return all values for the data item if no selection is made. Below are examples of the additional transaction-type filters. Note that the green text guides you on how to use the filters. Financial Report Guide Version

18 Financial Report Prompts E. Columns available to display This set of prompts provides the ability to show or hide columns on the report as needed. Optimal report width has been set using the default columns selected. Selecting additional columns could force your report onto a second page (wide) when displayed or printed in PDF format. However, the ability to pick and choose columns could be very useful for on-line analysis or when exporting to results to Excel. F. Report Format Options You have two choices: There are two primary ways of organizing the report data. There are dynamic sorting, page breaking, and subtotaling options, and there is an unformatted list of data, which is ideal for exporting to Excel. As an example, you can Page Break by: Department, Fund, Class, Ledger Class, Subclass, and Principal Investigator. Each report has different selections. 14 Financial Report Guide Version 1.1

19 Financial Report Prompts G. Additional Display Options The Financial Reports have a set of optional prompts to control formatting or miscellaneous options. The Appendix Page references all criteria entered on the report prompt page and is appended to the report for reference. You can choose whether to print the Appendix Page. You can select whether to list individual departments in the report heading. When a large number of departments are selected, this could make the heading cumbersome. Normally, this option would be selected when a minimum number of departments will be displayed. You can choose whether or not to display amounts with decimals. Below is an example of an Appendix Page. In this section, you learned about the Financial Report prompts. Financial Report Guide Version

20 Navigating a Report IV. Navigating a Report In this section, you will learn about running a report, navigating the report screen, and printing a report. A. Running a Report Simply click the report name to run the report, which will take you directly to the prompt page. The default format for all reports is PDF. If you wish to change the default format to HTML or Excel, or wish to specify other options, click the icon. 16 Financial Report Guide Version 1.1

21 Navigating a Report A Run with options screen appears when you click the icon: Options: a. The Format options include HTML, PDF, Excel, Delimited (CSV), and XML. i. HTML is great for viewing a report. ii. PDF is recommended for printing and saving a report. iii. Choose Excel to download the report to Excel for further analysis. iv. Delimited allows downloading the report into other programs. v. XML is used for report authors. b. The Language option should use the default as English. c. The Delivery options let you specify whether to view the report or print it. However, the View the report now is the only functioning option. Do not select Print the report:. The print and save option is recommended only with the PDF Format. If you view the report in HTML, you can convert the report to PDF to print it. d. The Prompt for values: option should always be checked. Select the desired options and click Run. The example runs the Budget Summary Report Options. Financial Report Guide Version

22 Navigating a Report If the report requires a selection from you, one or more prompts may display. Select the desired options. You then may select Additional Options to specify columns available to hide/show and formatting options. Note that the Additional Options and Run Report green buttons at the bottom of the screen are grayed out/unavailable. These become active/available once all required choices are selected in this case. Make all necessary selections. 18 Financial Report Guide Version 1.1

23 Navigating a Report The following screen displays while the report is being generated. Financial Report Guide Version

24 Navigating a Report Please do not click Select a delivery method. If you do, you will see the following screen. None of these options are currently available, and, unfortunately, clicking Cancel will abort the running of the report. Upon completion of processing, assuming you did not click Select a delivery method, the report displays: 20 Financial Report Guide Version 1.1

25 Navigating a Report B. Navigating the Report Screen Use the Vertical and Horizontal Scroll Bars. Use the Top / Bottom Buttons at the bottom of a page. Use the Page Up / Page Down Buttons at the bottom of a page or the Page Up / Page Down Keys. Icon Description Home Returns to Financial Reporting/Cognos Connection Home Page Return Returns to the previous screen Run the Report with prior selections saved View HTML View PDF View Excel Single Sheet Format C. Printing and Saving a Report All reports default to PDF, so no conversion is necessary for printing or saving. Click the printer icon on the PDF toolbar to print the document. Click the button to save. Note: Printing in PDF is the recommended method of printing and saving. In this section, you learned about running a report, navigating the report screen, and printing a report. Financial Report Guide Version

26 Converting a Report to HTML V. Converting a Report to HTML In this section, you will learn how to convert a report from PDF to HTML. NOTE: Converting a report to PDF format is the recommended method to SAVE and PRINT reports NOTE: Drill-through functionality is not currently allowed in PDF Format. However, if you need drill-through functionality, you can run the report using the HTML option to avoid conversion. While viewing a report, click the down arrow to the right of the View HTML Format button drop-down on the toolbar and select View in HTML format. The report is exported to HTML format and displays: In this section, you were shown how to convert a report from PDF to HTML. 22 Financial Report Guide Version 1.1

27 VI. Exporting to Excel Format Exporting a Report to Excel Format In this section, you will be shown how to export the data in a report to Excel for further analysis. Before you run the report, you will probably want to the Type of Report in the Report Format Options to Formatted List (Ideal for Excel), as shown below. To export the report to Excel once you have run the report, click the down arrow to the right of the View in HTML Format button Options and select the version you desire. on the toolbar. Then, click View in Excel Note: For this option to work, you may need to hold down the CTRL key as you are selecting the Excel options and keep the CTRL key down until you click the Open or Save option. This issue relates to the Windows pop-up blocker. Excel utilizes a new pop-up window to render a report. Therefore, one of several things could be causing a report to not appear properly. Here are a few common things to try. Note that you should be able to change these settings on your PC; however, if this is not the case, please contact your local PC support group. Try this first: Enable Downloads: 1. Have Internet Explorer Open (A web page open) 2. On the Menu, Select Tools 3. From the drop down list, select Internet Options 4. Select the Security Tab 5. Click the Custom Level button Financial Pilot Report Guide Version

28 Exporting a Report to Excel Format 6. Scroll down to the Downloads section. Make sure all 3 settings are Enabled as shown below 7. Click the OK button and then click the OK button again to close all open windows you are done. If the above doesn t work, try these three alternate solutions: 1. Set Internet trusted site 1. On the Menu, Select Tools 2. From the drop down list, select Internet Options 3. Select the Security Tab 4. Click Local intranet then the Sites button 5. Click the Advanced button 6. Add this website to the zone: 24 Financial Report Guide Version 1.1

29 Exporting a Report to Excel Format 2. Allow pop-ups from this site 1. On the Menu, Select Tools 2. From the drop down list, select Internet Options 3. Select the Privacy Tab 4. If the Pop-up Blocker is enabled then click the Settings button. If the pop-upblocker is not checked (enabled) then this is not your issue. 5. Address of website to allow: 3. Hold down the CTRL key: Hold down the CTRL key on your keyboard while converting or running a report to Excel. You must keep the CTRL key held down the entire time until the Excel download window appears as shown below. While this method generally works, you will need to do this every time you run or convert a report to Excel. Financial Pilot Report Guide Version

30 Exporting a Report to Excel Format If you have any additional questions, please contact RAPS at raps@wustl.edu or call the RAPS Support Group at The report is exported into Excel. Note: To ensure/gain full Excel functionality, please choose to Save the output to Excel rather than Open it on this screen. In this section, you were shown how to export the data in a report to Excel. 26 Financial Report Guide Version 1.1

31 Financial reports VII. Financial Reports In this section, you will be given a tour of the Financial Reports that you can run. The following reports are available through the RAPS Financial Reporting menu. Reports Budget Summary Transaction Detail Open Encumbrance Detail Balance Sheet Account Summary Financial Pilot Report Guide Version

32 Financial Reports A. Budget Summary This report summarizes budget data for income and expense accounts. It combines original budgets and awards, carry forwards, and budget adjustments to arrive at a current budget. YTD and GTD actuals, encumbrances, and free balance amounts can also be displayed. This report is designed primarily to answer the questions of: o o What s my budget? How much do I have left to spend? This report enhances the capabilities of the following WebFOCUS menu reports: Description Budget Summary Budget Summary by Budget Object Code Internal Report HRMS Query/WebFOCUS Report FISBS12, FISB22, FISB17 FIS0003h #7 on the WebFOCUS menu Drill-Through Availability This report contains Summary account balances. You can see the detailed transactions behind the balances through the use of the blue drill-through links. Drills through to the following reports Column Name Drill Through Report Original Budget Awards Transaction Detail Carryforward Budget Transaction Detail Budget Adjustments Transaction Detail Current Budget Transaction Detail Open Encumbrances * Open Encumbrance Detail (Note that drill-through is only active for the current fiscal period.) YTD Actual Transaction Detail YTD/GTD Actual Transaction Detail 28 Financial Report Guide Version 1.1

33 Financial reports Financial Pilot Report Guide Version

34 Financial Reports B. Transaction Detail This report lists detail for FIS transactions. The amount fields that correspond to the selected criteria will be included. Also included will be account, document, encumbrance, and vendor information. Select fields can be displayed or hidden Enhances the capabilities of the following reports: Description Transaction Inquiry Transaction Ledger Transaction Ledger by Budget Account Code Transaction Ledger by Special Reporting Code Drill-Through Availability None WebFOCUS Report #8 on the WebFOCUS menu #9 on the WebFOCUS menu #10 on the WebFOCUS menu #11 on the WebFOCUS menu 30 Financial Report Guide Version 1.1

35 Financial reports C. Open Encumbrance Detail This report lists current open encumbrances by account and encumbrance ID. It displays original encumbrance, the encumbrance adjustments, the payments, and the remaining open encumbrance. Enhances the capabilities of the following reports: Description Open Encumbrances Drill-Through Availability None WebFOCUS Report #15 on the WebFOCUS menu Financial Pilot Report Guide Version

36 Financial Reports D. Balance Sheet Account Summary This report summarizes beginning and ending balances for asset, liability, and net asset accounts. It also shows actuals, debits, and credits for each account. Enhances the capabilities of the following queries or reports: Description Budget Summary Drill-Through Availability HRMS Query/WebFOCUS Report FISBS13, FISBS45 Drills through to the following reports Column Name Drill Through Report YTD Debits Transaction Detail YTD Credits Transaction Detail YTD Net Activity Transaction Detail This report contains summary account balances. You can see the detailed transactions behind the balances through the use of the blue drill-through link. 32 Financial Report Guide Version 1.1

37 Saving Prompt Selections VIII. Saving Prompt Selections In this section, you will be shown how to save prompt selections to save time running reports. A. Report View A Report View saves the responses to the various prompts that were used to generate the report. This allows you to avoid responding to the prompts every time you run the report. You will essentially save the prompt responses. Select the Financial Reporting tab and navigate to Financial Reports. Click the Create a report view of this report ( ) on the far right of the report name. The following screen appears: Financial Pilot Report Guide Version

38 Saving Prompt Selections Change/Edit the Name as desired. Enter a Description and Screen tip if desired. Click Select My Folders for the location. Click Finish. Click My Folders Find the report you just saved in My Folders, and click the Set Properties icon ( far right of the report name. ) to the 34 Financial Report Guide Version 1.1

39 Saving Prompt Selections The following screen appears: Click the Report View tab. Financial Pilot Report Guide Version

40 Saving Prompt Selections Click Set under Prompt values. Select the prompt values as you normally would, then click Run Report. You will be returned to this screen. Click OK. Note: If you check Prompt for values, you will be prompted for values, but your choices made earlier will be intact. This allows you to change prompt values as necessary before running the report. If you clear the Prompt for values checkbox, assuming all required prompts are answered, the report will run without displaying the prompts. 36 Financial Report Guide Version 1.1

41 Saving Prompt Selections Click Additional Options, if necessary. Make any other changes, and then click Run Report. This takes you back to the Report View screen. Note: If you leave the Prompt for values option checked, the prompts will appear when you run the report. If you clear the checkbox, the report will run without your input. Click OK. Now, when you click this report in My Folders, the report will run using the saved prompts. In this section, you were shown how to save prompt selections to save time running reports. Financial Pilot Report Guide Version

42 Setting Personal Preferences IX. Setting Personal Preferences In this section, you will be shown how to set your Personal Preferences. At the Financial Reporting/Cognos Connection home page, click the My Area icon down arrow, and then select My Preferences. The Set Preferences General screen displays 38 Financial Report Guide Version 1.1

43 Setting Personal Preferences Select your Report Preferences. Preference Number of entries in list view Report Format Separators in List View Automatic Refresh Rate Style Show Welcome Page at Startup Show a summary of run option Default View Number of columns in details view Product Language Content Language Time Zone The changes are in effect. Click OK. Description Enter the number of reports to display on the List View. Recommend: 30. Select your default report format preference. Reports will always display in this format. Recommend: PDF. Select your preference for viewing the reports in List View. Grid Lines and Alternating Backgrounds separate the reports. Recommend: Grid Lines Refresh Rate for system checking for reports. Recommend: 30 seconds. Select the style preference for displaying the BI Reports Homepage. Select Preview to view the style. Select to display the Cognos Welcome Page at start up. Recommend: Unselecting. Select to show a summary of run options. Recommend: Not Selecting. Select List or Details. Recommend: List. Enter the number of columns for the Detail View. Recommend: 3. Use Default. Use Default. The default time zone is Mountain Standard Time. Select the correct time zone for your location. NOTE: CST = GMT-6 In this section, you were shown how to set your Personal Preferences. Happy Reporting! HR Pilot Report Guide Version

44 That RAPS it up! X. That WRAPS it up! That it up! 40 Financial Report Guide Version 1.1