FAST Finance Reporting

Transcription

1 FAST Finance Reporting User Guide FAST Version 4.3+ Millennium FAST CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 1

2 BLANK If printing this user guide, please print on both sides of the paper. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 2

3 CONTENTS Introduction to FAST Finance Reporting... 5 What is FAST Finance Reporting?... 5 Access... 5 How to login... 5 Logging back in... 6 FAST Homepage... 7 Finance Reporting Page Options... 8 Introduction... 8 How to get around Navigation and Display Options... 9 Overview... 9 Finance Reporting Ribbons... 9 Drill-down Links (within reports)... 9 Navigation Please Note Returning to the FAST Home Page or the Application Info menu Display Formats for Amounts Exporting Reports to Excel and PDF What do FOAP and FOAPAL mean? Finding your Finance Data Application Info Tab Overview Using Wildcards Using Code Ranges Using Lists Using a Combination of Values Using Type Codes After the report has run Reporting Page Overview Filter Options - Tab Entering parameters under the Filter Options tab Dynamic selection button - ƒx Executing the report from the Filter Options tab Help - Tab More - Tab Pinned Reports Advanced Options Graph - Dashboards Report Results - Tab Overview Exportinh report to PDF and Excel Report types Summary by Hierarchy (Level 1) Overview Only one FOAP can be viewed at a time CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 3

4 Drill down Only in Hierarchy reporting Viewing By Fund (Fund), Organisation (Orgn) and Program (Prog) Viewing By Account (Acct) Report types Summary by FOAPAL (Level 2) Overview Data can be view by two FOAPAL s Report types Summary by Acct Detail (Level 3) Report types Transaction Detail (Level 4) Overview Refining Transaction Detail report data Document Lookup Invoice Query Different types of reporting within FAST Overview Reports Matrix Pinning (Saving) reports Pinning a report Updating a previously Pinned report Updating of a Pinned report Schedule reports Scheduling a report Viewing all the scheduled reports Creating a Dashboard Dashboards Creating a Dashboard Adding information to the Dashboard Add/Remove Graphs - on an existing Dashboard space Creating a report to supply data for a Graph ing reports to another FAST user ing a Pinned Report A starting point for Reporting - Standard BASE reports Appendices Appendix 1 Operating Statement (Hierarchy, FOAPAL, Acct Detail & Transaction Detail) Appendix 2 Summary by Hierarchy - Operating Statement (Example) By Account Appendix 3 Summary by FOAPAL - Operating Statement (Example) By Orgn - Acct Appendix 4 Summary by Acct Detail - (Example) Appendix 5 Transaction Detail Report - (Example) CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 4

5 INTRODUCTION TO FAST FINANCE REPORTING WHAT IS FAST FINANCE REPORTING? FAST Finance Reporting is the finance reporting portion of a data warehouse application from Millennium Computer Systems. FAST accesses data from Banner Finance through a data warehouse that is refreshed daily. It allows users easily query current and historical financial data and produce standard and ad hoc reports. Reports can be downloaded to excel and PDF. They can also be pinned to preserve the selection for future use. The Division of Finance has created a series of standard pinned reports for specific user groups (Budget managers, Executive, etc.). The data warehouse is refreshed at 5am daily. Accordingly, the information within FAST is essentially from the previous day. ACCESS Access to FAST is provided when Banner Finance access is established. The username and password for FAST the user s normal CSU login and will update when passwords are changed. The online form below needs to be completed by a supervisor, to request access to Banner: HOW TO LOGIN The quick way is to type fast.csu.edu.au into your internet browser and then bookmark the page that appears. There is also a link to FAST on the Division of Finance webpage: CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 5

6 LOGGING BACK IN After logging out then is an immediate need to log back in, click on the Charles Sturt University logo in the top left of the log out screen. This returns the use back to the login page. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 6

7 FAST HOMEPAGE Depending on access, the FAST home page may have several application options. This document discusses the Finance Reporting application. Click the Finance Reporting option. After clicking the Finance Reporting application icon, this screen will open. This screen is the best place to start looking for data. There are three basic options at this point: 1. Enter a full FUND ORG ACCT PROG code (Fund and Account types can also be used) or 2. A combination of codes e.g. FUND and ORG or ORG and ACCT, etc. or 3. Leave all the fields blank and use the Banner access to return the available data. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 7

8 FINANCE REPORTING PAGE OPTIONS Introduction Hides the menu, only showing the icons. Returns to Home page. Allows users to view finance information using standard report formats. The data can be customised using filters and parameters. Provides a customised graphical representation of reports. (pg.29) Allows users to access reports that have had parameters and filters saved. (pg. 25) Opens training videos page (where applicable) Allows users to schedule pinned reports to run at specific times. (pg. 28) To the right of the tabs is an area where the Division of Finance will establish links to other Finance information and publish news items such as End of Year deadlines. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 8

9 How to get around Navigation and Display Options OVERVIEW Finance Reporting has a number of features to allow users to quickly navigate the system, define parameters, view system data, and export generated reports. FINANCE REPORTING RIBBONS The green Finance Reporting ribbon appears on each page. It provides a link to the finance reporting menu using the underlined Finance Reporting heading, and a path description of the current report. The right hand side of the ribbon displays the date and time the current data was refreshed. Displays the location and type of report being viewed. Also, Finance Reporting can be clicked to return to the FAOP page. The date and time the data was updated from Banner. Returns to FOAP entry page. DRILL-DOWN LINKS (WITHIN REPORTS) When data has been returned, look for text that has been highlighted in blue to indicate a hyperlink is present (these also display a hand cursor when they are hovered over with the mouse pointer). Click on these links to drilldown for more detail and eventually drill down to individual documents. Quick Tip If it is Blue, click through! CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 9

10 NAVIGATION PLEASE NOTE When a Title hyperlink is clicked (e.g. General Salaries) the user can use the browser navigation buttons/arrows. When the Fund, Orgn, Acct or Prog codes (e.g. 12) are clicked, the FAST Navigation buttons will need to be used to go back to the previous view. If the browser buttons are used, the user will be taken back to the Application Info tab/screen. The FAST Navigation buttons appear just below the red CSU Banner at the top of the screen. One step backwards Select the report form a drop down list RETURNING TO THE FAST HOME PAGE OR THE APPLICATION INFO MENU To return the Home page where an application can be selected, click on the home option in the menu bar, above the green ribbon. 2. To start a completely new report, there are two options: a) Click on the Finance Reporting link, which is part of the green ribbon (also discussed on pg. 9) b) Click on the Return To Menu option at the bottom left of screen (to modify parameters in a current report, see information on filters below) DISPLAY FORMATS FOR AMOUNTS 3. When generated, reports can be displayed with amounts in dollars and cents, rounded to the dollar, or rounded to the nearest thousand dollars. To change the display, click the Display option in the right hand corner and select the value. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 10

11 EXPORTING REPORTS TO EXCEL AND PDF 4. Reports can be exported to both PDF and Excel formats. Simply, click on the icons in the bottom right corner of the screen and current report will be exported to format selected. WHAT DO FOAP AND FOAPAL MEAN? FOAP and FOAPAL are acronyms for: FOAP = FUND ORGANISATION ACCOUNT PROGRAM FOAPAL = FUND ORGANISATION ACCOUNT PROGRAM ACTIVITIY LOCATION Quick Tip Look at the bottom of each page for a reminder of what FOAP means. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 11

12 Finding your Finance Data Application Info Tab OVERVIEW The parameters used on the Finance Reporting page allow the user to specify the data that will appear in the report. These parameters are the codes within the CSU Chart of Accounts. The Fund and Organisation codes available to the user in FAST are based on their security/access level in Banner Finance. Chart: Fund: Orgn: Acct: Prog: Actv: Fund Type: Acct Type: Fiscal Period: Report: Specify Chart Specify Fund Code(s) Specify Organisation Code(s) Specify Account Code(s) Specify Program Code(s) Specify Activity Code(s) Specify Fund Type(s) Specify Account type(s) Specify Fiscal Year/Period (only one allowed). Defaults to the latest open month. Defaults to the Operating Statement Report. Other reports available. Opens a pop-up menu listing the appropriate codes for selection Click the Enter button to start the search. Note: all the fields can be left blank and FAST will only return data using Banner security access. USING WILDCARDS Use a percent symbol [%] to enter a wildcard value for a parameter. For example, for all Account codes that start with 3 enter: 3% in the Account code parameter. (also see type codes below) USING CODE RANGES Use colon [:] to enter a range of values for a parameter. For example, to report on all fund codes from A102 to A108, enter: A102:A108 in the Fund parameter. (also see type codes below) USING LISTS Use a comma [,] to enter a list of values for a parameter. For example, to view expenses directly related to student placement including travel, enter: 371, 386, 461, 462, 463 USING A COMBINATION OF VALUES A combination of percent [%], colons [:] and commas [,] can also be used in a parameter field. For example, to view all salary codes and travel costs plus consultant expenses, enter: 1%, CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 12

13 450:460, 343 USING TYPE CODES Using type codes (Fund & Account type) returns a grouping of codes. For example: 1. To only view Normal Operating Funds and Other Australian Govt Funds, enter 10, 13 into the Fund Type field. 2. To only view expenses, enter: 10, 20 into the Account Type field. Quick Tip When running a report and there is a need to exclude the Carry Forward Balances, enter 10, 20, 50 into the Account Type field and only the Income, Salary Expense and Non-Salary Expenses will be returned. After the report has run Reporting Page OVERVIEW After entering the parameters and executing the report, the report will run according to the parameters entered into the fields. If the fields are left blank, the report will run according to the Organisation codes the user has access to within Banner. The report will always open on the Report Results tab. The tabs that appear on this screen are: Filter Options Report Results Help +More Allows the user to adjust the parameters entered without having to start from the front page. The default view after running a report. Gives brief description of the page plus links to more help. Links for: Pinned reports Advance options Graphs CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 13

14 FILTER OPTIONS - TAB The Filter Options tab appears at the top of every report. This allows the user to change the parameters of the report without having to return to the Application Info screen (pg. 12). The parameters can be changed and the report re-executed. ENTERING PARAMETERS UNDER THE FILTER OPTIONS TAB Parameters are entered by typing into the Entry Field or by selecting from the Magnify Glass button. If typing the parameter, either push enter or click the green plus icon to move the code to the Display field. To remove the code, select the code and click the red X icon. The separators explained on page 12, can also be used in the entry fields. Display Field Entry DYNAMIC SELECTION BUTTON - ƒx The period fields have this dynamic selection button. This is used when a report needs to retain the Current Fiscal, Last Fiscal, Last Fiscal Year End or Next Fiscal Period rather than a specific date. This is useful when pinning reports, as the pinned report will always report on the period selected. Fiscal Period Type: Current Fiscal Year / Current Period Current Fiscal Year / Last Period Current Fiscal Year / Next Period Last Fiscal Year End This Fiscal Year End Report uses: Current date Previous month s date Next month s date Year-end period (Dec) of the previous year Year-end period (Dec) of the current year EXECUTING THE REPORT FROM THE FILTER OPTIONS TAB When the parameters have been added, removed or changed, click the Execute Report button (bottom right hand corner) and the report will re-run using the new parameters. If the parameters have not been adjusted, click on the Report Results Tab. This will return to the previously run report. Quick Tip When switching to Summary by Acct Detail or Transaction Detail reports, a minimum of two FOAP codes must be used. When one FOAP code has initially been used, a work-around is to add a top level code into one of the other FOAP fields. For example: FUND add A100 or A200 or A300, etc ORGN add 100 or 488 PROGRAM add These codes will draw the data up using the top level code. Please refer to the Chart of Accounts ( CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 14

15 HELP - TAB The Help tab gives some general help on the layout and functionality of the reporting page. That information will not be replicated here. +MORE - TAB The +More tab has three main features: Pinned Reports Displays the reports that have been tagged as a favourite by the user and the pinned reports recently used. Please refer to the Pinned Reports section of this user guide (pg. 25) Advanced Options Allows the user to modify the columns displayed and the order they are sort by. Columns can be displayed or hidden by clicking the tick box beside the column name. Then click the Execute Report button. Graph - Dashboards The Dashboard function within FAST allows the user to create a graph to give a quick overview of a data set. The graphs created for the dashboard are simple and there are not a lot of options for customisation of the look. Ideally, they should only be used for tracking. Please refer to the Dashboards section of this user guide (pg. 28) CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 15

16 REPORT RESULTS - TAB Overview The Report Results tab is the default view after running a report. The parameters entered into the Application Info tab, determines the type of report displayed. The above screen shot is of a Summary by Account report There are essentially four types of Reporting levels within FAST: 1. Summary by Hierarchy (Level 1) 2. Summary by FOAPAL (Level 2) 3. Summary by Acct Detail (Level 3) 4. Transaction Detail (Level 4) (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) A graphical representation available in Appendix 1 on page 35 These levels can be viewed directly by using the Operating Statement menu option. Each of these reports presents the data in a slightly different way. Please see the explanations on the following pages. When a code, description or amount is clicked within the report, generally the next report opened will be next level down. For example, when an item is clicked in the Hierarchy report, the FOAP report will open (this will also depend on the drill-down depth of the Hierarchy report). An item clicked in this report This report Hierarchy Summary report Level 1 Opens FOAPAL Summary report Level 2 FOAPAL Summary report Level 2 Opens Account Detail report Level 3 Account Detail report Level 3 Opens Transaction Detail report Level 4 Exporting a report to PDF and Excel To export a report into a PDF or Excel file, click on the PDF or Excel icons in the bottom right corner of the screen. This will process and create the report using a temporary browser window. Once it has completed, depending on your browser, a prompt will appear at the bottom of the screen. Click the prompt to open the new file. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 16

17 REPORT TYPES SUMMARY BY HIERARCHY (LEVEL 1) Overview The Summary by Hierarchy report is top level report that is only switchable by one FOAP type. This report type will be displayed if: 1. Fields are left blank on the Application Info tab 2. Only one code is entered into one of the fields on the Application Info tab a. If a Fund code is entered: the report will sorted by Organisation code b. If either an Organisation code or Account code or Program code are entered: the report will be sorted by Fund code Only one FOAP can be viewed at a time Only a Fund, Organisation, Account or Program code can be viewed at a time. They are selected from the menu below the Report Results tab, in the By drop-down list. Drill down Only in Hierarchy reporting The Hierarchy Report has a drill down function. This allows the user to move through the levels of the Chart of Accounts. To use this function, click the drilled down section just above the report results. When the report opens, it is displayed at the report s top level. Click the black triangle on the left to move down and the black triangle on the right to move up the levels of the hierarchy. Viewing By Fund (Fund), Organisation (Orgn) and Program (Prog) The report is opened at the top level of the hierarchy, in the first instance. Using the Faculty of Business as an example, the top level Organisation code shown will be NOTE: The results displayed at this level are balances (Income minus Expense) Viewing By Account (Acct) When viewed By Account, the report provides handy subtotals by Income, Salary & On-costs Expense and Non-Salary Expense. The bottom of the report totals Expenses and provides a Balance (Income less Expense). As the top level account codes will be initially displayed, the drill down triangles will still need to be used to view the lower level Account codes.,. An output example of a Summary by Hierarchy report can be found in Appendix 2 on page 36. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 17

18 REPORT TYPES SUMMARY BY FOAPAL (LEVEL 2) Overview The Summary by FOAP report type is only displayed if: 1. This report type is accessed directly from the Operating Statement menu option or 2. Drilled through from a Summary by Hierarchy Report. NOTE: When running the FOAP report the FOAP selection cannot be blank. At least ONE of the Fund, Orgn, Acct, Prog, Fund Type or Acct Type fields must have a value. Data can be view by two FOAPAL s The report can be view by any combination of the available FOAP codes. This is achieved by selecting the combination required in the By drop-down list. COMBINATIONS Fund Orgn Fund Acct Fund Prog Orgn Fund Orgn Acct Orgn Prog Acct Fund Acct Orgn Acct Prog Prog Fund Prog Orgn Prog Acct One disadvantage of the Summary by FOAP report, when viewing it by Account as the Second FOAP (e.g. Fund - Acct), the report does not provide a subtotal by the Income, Salary Expense and Non- Salary Expense. It will subtotal by the first FOAP code, i.e. if the combination is Fund Acct, the report will subtotal by the Fund code. The report still displays in the order: Income, Salary Expense and Non-Salary Expense An output example of a Summary by FOAPAL report can be found in Appendix 3 on page 37. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 18

19 REPORT TYPES SUMMARY BY ACCT DETAIL (LEVEL 3) Overview The Summary by Acct Detail report type is displayed if: 1. Drilling down through the report by clicking on the FOAP Codes or descriptions (Table on page 16) 2. A Fund and Orgn code are entered into the Application Info tab 3. The report is selected from the Operating Statement option on the menu bar. NOTE: When running the Account Detail report the FOAP selection cannot be blank. At least TWO of the Fund, Orgn, Acct, Prog, Fund Type or Acct Type fields must have values. The Summary by Acct Detail report: Displays all the Account codes used, within the constraints of the parameters entered. Accordingly, this report does not have a By drop-down menu option, like the Hierarchy and FOAPAL reports Opening Carry Forward Balance and Closing Balance will be displayed at the top and bottom of the report (respectively) when an Enterable Fund Code is used (e.g. within the Chart of Accounts, A102 is enterable and A100 is non-enterable). If the Fund code is left blank or a non-enterable top level Fund code is used, the Opening Carry Forward and Closing Balances amounts will be absent. The report looks similar to a Summary by Hierarchy report by Acct. However, this report has all the account codes displayed, without having to use the drill-down (see Drill-down on pg. 17). Summary by Account COMPARED WITH Summary by Hierarchy An output example of a Summary by Acct Detail report can be found in Appendix 4 on page 38. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 19

20 REPORT TYPES TRANSACTION DETAIL (LEVEL 4) Overview The Transaction Detail reporting displays the individual transactions for the particular FOAP combination. NOTE: When running the report the FOAP selection cannot be blank. At least TWO of the Fund, Orgn, Acct, Prog, Fund Type or Acct Type fields must have values. Transaction details can be accessed from: Drilling down through the report by clicking on the FOAP Codes or descriptions Table on page 16 Report drop-down on the Application Info tab/page Select from the Operating Statement menu The transaction details report has the normal columns of Fund, Orgn, Acct, Prog and Amount. Being a detail report it has more information. 1 Tran Date Actv Date 2 UserID 3 Document Tran Date Date the journal was processed in Banner Actv Date The date on the Journal request The USERID is only a system id for the person who processed the Journal batch for that night. It does not refer to the person approving or requesting the journal. This is a Banner number associated with the particular transaction. If the number is blue, clicking it will display further information. These numbers are documents like Journals, Invoices, etc. 4 PO# Purchase Order numbers are listed. If the PO number is blue, click for more information. 5 Inv/Ref# Invoice or reference numbers are listed. If a number is blue, click for more information. 6 Tran Code This is a Banner Transaction code. To look at what the code means, there is a link under the Finance Links on the FAST Front page (see pg. 8). 7 Chk# Cheque number assigned to a Purchase Order or Invoice Only 100 records are displayed on the screen at a time. If the number of records returned is over 100, CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 20

21 there will be a record total at the bottom of the report. If the 100th record is scrolled past, the report will quickly re-query, to pull the next 100 lines through. Alternatively, the data can be either downloaded into Excel or a filter can be applied to refine the data (see below). Refining Transaction Detail report data The on-screen data of the transaction detail report can be refined before extraction. This is achieved by using the optional filters. The filters are initiated by LEFT-clicking on a particular heading and choosing Apply custom filters from the menu that appears. This opens a filtering pop-up box. The pop-up box allows the user to refine the data within a particular column using the options LIKE, NOT LIKE, EQUAL or NOT EQUAL. Two criteria can also be searched by using the AND / OR radio buttons. Wildcards can also be used within search box. Using this function reduces the number of records displayed and can be applied to any of the columns. To cancel the applied filter, LEFT-click the appropriate column and click the Remove custom filtering for this column option, which resets the contents of the column An output example of a Transaction Detail report can be found in Appendix 5 on page 39. Document Lookup Document Lookup allows the user to Search for a particular document using the Document Lookup form. The form contains the usual Fund, Orgn, Acct, Prog, Acct Type and Fiscal Period fields. Form also has additional fields: Document Number If the document number is known, the number can be entered directly into this field. Document Type Dollar Value Document types can be picked from here. Cheque#, Invoice, Journal Voucher, Purchase Order. There are other options that are currently not relevant to CSU. A dollar amount can be entered. A filter can be applied too. The Default is Equals (=). The other options are Does not equal (<>), Greater than (>), Greater than and equal to (>=), Less than (<),Less than and equal to (<=) and Between (enter two amounts) QUICK TIP Entering a Travel Plan number (e.g. TP052XXX) in the Document Number field and choosing either Journal Voucher or Purchase Card should return the costs associated with the Travel Plan, except for Meal Allowances. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 21

22 The report produced is similar to a transaction details report, except it is formatted slightly differently. The view displayed is the Document Lookup view. When a document number is clicked within the report, it drills down to Journal Voucher view. The Journal Voucher view is a simplified view. Invoice Query This form is used to specifically find invoices and can be used as an alternative to the Document Lookup process. The Invoice Query Form contains the usual the Fund, Orgn, Acct, Prog, Acct Type and Fiscal Period fields. Form also has additional fields: Payee Name Payee Invoice Invoice Number Dollar Value Can be used to find an exact or like match. It can also be used to exclude. Can be used to find an exact or like match. It can also be used to exclude. Can be used to find an exact or like match. It can also be used to exclude. A dollar amount can be entered. A filter can be applied too. The Default is Equals (=). The other options are Does not equal (<>), Greater than (>), Greater than and equal to (>=), Less than (<),Less than and equal to (<=) and Between (enter two amounts) When the report appears, there is generally a three step process to view the transactional detail of the invoice: 1. The report produced is a top level look at the applicable invoices returned using the entered parameters [Invoice Query]. 2. Further detail can be accessed by clicking on the description [Invoice Query (Details)], which similar to a transaction details report. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 22

23 3. The final level of detail can be then viewed by clicking the invoice number [Line Items]. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 23

24 DIFFERENT TYPES OF REPORTING WITHIN FAST Overview This document has used an Operating Statement as the example report. This Operating Statement is the default reporting position and is a good place to start. However, there are a number of other reports available and they can be accessed from different areas. Reports Matrix Report Name Op. Stat. on Menu bar Dropdown App. Info tab Dropdown on report Applies to On Menu Bar: H = Hierarchy F = FOAPAL A = Acct Detail T = Transaction Detail Description Current Year* Yes Yes H F A The Default report Base Operation Statement Comparative Yes Yes H F A Comparison of the current period to the prior year. Date Range Yes Yes H F A Allows the selection of a date range, rather than a single fiscal period. Project to Date Yes Yes H F A N/A Monthly Trend* Yes Yes H F A Report is split up by the 12 Months. Uses the Period date. Annual Trend* Yes Yes H F A Report uses the Period date and shows five years of data. Quarterly Trend Yes Yes H F A Report is split into the four quarters. Uses the Period date. Annual Displays the last five year s Budget, Actuals and Commitment. Yes Yes H F A Variance Rev & Exp Variance Yes Yes H F A Budget Status Yes Yes H F A User Defined* Yes Yes H F A Forecast Yes Yes H F A Transaction Details Document Lookup Yes Yes T Yes Yes T Split by: Expense by Budget, Available, Activity Revenue by Budget, Activity, Variance Contribution Budget, Activity, Variance Option to exclude Commitments Compares: Monthly Budget to Actual with a Variance YTD Budget to Actual with Variance Allows the user to choose columns from a list of available column types. If a forecast has been set, this report will apply the forecast to the data. Displays the transactions on the selected FOAP codes. See page 20 Allows user to look up documents by Doc. Number and/or Doc. Type. See page 21 Invoice Query Yes Yes T Allows the user to look up an Invoice by Number, Date or Value. My Outstanding Purchases Orders *Recommended basic reports Yes Show outstanding Invoices associated with the user s Fund/Org security level (i.e. which Orgn codes the user has been given permission to access). Only accessible from the drop down menu on the Application Info tab. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 24

25 Pinning (Saving) reports Pinning a report in FAST language is essentially saving a report with a set of parameters. The pinning of a report is relatively simple. PINNING A REPORT Anytime you see this button on the screen report can be pinned/saved. (usually in the bottom right hand corner) the 1. After clicking the Save As button, the Filter Options tab will open. At this point the information within the fields should be checked to ensure the correct codes have been entered. Quick Tip One field that will need consideration is the Fiscal Period field. If a report is pinned directly from an initial report, the Fiscal Period is likely to be set to the current date. Unless the report needs to be set to the current date, the Fiscal Period might need to be set using the Dynamic Selection button it is run. (refer to page 14). This will allow the report to actively change the Fiscal period each time 2. In the bottom right hand corner of the screen will be a Save As area [yellow box] Report Name Description Make Graph Available on Dashboard Make Grid Available on Dashboard A meaningful report name A more descriptive explanation can be added here Only use if the data needs to be used as a graph on the dashboard Only use if the data needs to be used as a grid on the dashboard Save button Cancel button 3. Once a report is saved, it appears in the Pinned Reports tab reports on both the Finance Report front page (pg. 9) and FAST Home page. The pinned report appears under the heading My Pinned Reports. NOTE: Pinned reports are grouped by the report type level and then the specific report. Examples: Summary by Hierarchy report (pg. 17) as a Monthly Trend (pg. 24) grouped as: Summary by Hierarchy - Monthly Trend Summary by Acct Detail report (pg. 19) as a User Defined (pg. 24) grouped as: Summary by Acct Detail - User Defined CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 25

26 Summary by Hierarchy report (pg. 17) as a User Defined (pg. 24) grouped as: Summary by Hierarchy - User Defined CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 26

27 Clicking the Summary by Hierarchy Monthly Trend heading, opens the report group. This lists the Summary by Hierarchy Monthly Trend reports. Icon Description Clicking the Report Name will open the report. If a description was entered when saving the report, it will appear here. Meta details of the reports Created by, Date, last execute date and number of times the report has been executed. Opens the report. Same as clicking the heading. Extracts the report data and saves it as a pdf file. Extracts the report data and saves it as an Excel file. Allows the user to a link to another user. The other user must have access to FAST for the link to work (pg. 33). Marks the report as a favourite. Moves the report to the Favourites area in the Pinned Reports tab. Deletes the pinned report. UPDATING A PREVIOUSLY PINNED REPORT Often a pinned report needs to be updated with further parameters and/or have parameters removed. To update the report, go to the My Pinned Report section under the Pinned Reports tab and execute the report that needs updating. When the report has finished: Updating of a Pinned report When the report has run: Quick Open Pinned Report Filter Options Tab Make Changes Execute Report Update Button Save button Detailed 1. Click the Filter Options tab (not the Update button, in the bottom right corner) 2. Make the necessary changes 3. Execute the report do not miss this step or the changes will not flow through to the update 4. Once the report has run again, check that changes are correct. Click the Update button 5. In the Update box, click the Save button 6. Return to pinned reports menu and re-run the report to ensure the change saved. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 27

28 Schedule reports FAST Finance contains a report scheduler to run pinned/saved reports and deliver the result to the user. The scheduler cannot run ad-hoc reports. Accordingly, t all reports must be a pinned/saved report for the scheduler to function properly., SCHEDULING A REPORT Open a pinned report. After the report has finished running, the Schedule button appear in the bottom right corner. will Clicking the middle of the button will display the schedule setup box. Clicking the black triangle displays management options. Schedule setup Name: How often: Starts on: PDF or Excel This is the name of the report. It defaults to the Pinned Report name. Options: Once Daily Weekly Monthly Yearly. The date and time the report will run. Choose whether the output report is a PDF or Excel file. VIEWING ALL THE SCHEDULED REPORTS To view all reports that have been scheduled, click on the My Schedule icon on the left of the screen. Expanded view Minimised view This opens a calendar of your scheduled reports. The calendar can be set to: Working Week, Week or Month. If the report placeholder is left-clicked and the view option is picked, further details of the report setup are displayed. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 28

29 Creating a Dashboard A Dashboard is a small graph that appears under the Dashboard tab of the FAST home page and/or the Finance Reporting page. These graphs need to portray a simple message. Complex graphs can be created using the Dashboard but the more complex the graph is made, the more the message is lost. This dashboard tool does not provide the extensive options that can Excel provide for graphing (the look and feel of dashboard graph cannot be customised (i.e. colours and number formats)). If the goal is for a complex graph, this is not the tool to use! A distinction needs to be made: A Dashboard is the space where a graph is placed, not the graph. DASHBOARDS There a few ways of the creating a Dashboard. You can create one from an existing report or create a specific report for the graph. Quick Tip Before creating a Dashboard, create a simple pinned report that contains the data needed for graphing. Keep the report as simple as possible (i.e. minimal number of columns and rows of data). When pinning the report, tick the Make Graph Available on Dashboard option in the Save As window (pg. 25). The report will then be available in the Private Graphs Available area to use as a dashboard. Creating a Dashboard This will create the user s personal dashboard space. This is where the graphs will be placed. To create a dashboard: 1. Click on the Dashboard tab on the Finance Report page. 2. Enter a name for the Dashboard. 3. Click Save Once the Dashboard space has been created it will look like this. The lower portion of the space is where the data is selected to create the Dashboard graphs. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 29

30 Extra Dashboards can be added by using the green plus icon. Adding information to the Dashboard After the Dashboard space has been created, graphs will need to be added to the space. Selecting Data for a Dashboard: 1. Expand the Private Graphs Available section of the space. 2. The reports within this area can be used for graphing a. If there aren t any reports available either: i. create a report (using the Quick Tip method on pg. 29) ii. use a report from the Public Graphs Available area 3. To use a report, click the green plus icon on the far right, this moves a stylised version of the Graph onto the Dashboard space. 4. To Add more Graphs to the Dashboard, repeat steps 1 to To View the Dashboard, click the Display Dashboard button. Add/Remove Graphs - on an existing Dashboard space After a Dashboard has been created and initially graphs added to it, there is often a need to add or remove graphs to the Dashboard. 1. Select the Dashboard tab. 2. Click the Manage Dashboard button (top right corner), which allows you to add and remove graphs. 3. To Remove an existing Graph, hover over the graph and click the red X icon. This only removes the graph from the Dashboard, it does not remove/delete the underlying report. 4. To Add graph, follow the steps in the Adding information to the Dashboard section above. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 30

31 Creating a report to supply data for a Graph The data/report for a Dashboard graph needs to be simple so a message can be easily conveyed. This usually takes some playing around with what is being displayed in the report. There are two methods of using the report data: A. The first method is to use an existing pinned report and follow on from step 2 below. If using an existing pinned report, the report will need to be Updated or Saved As with the Make Graph Available on Dashboard option ticked. B. The second method is to create a whole new report: 1. Begin at the Finance Reporting Application tab (pg. 12) and add some basic parameters like a normal query (these can be fine-tuned, if necessary, through the Filter Options tab pg. 14) and execute the report 2. Once the report has run, click the +More tab and choose Graph 3. The Graph options screen will open with a number of options to choose from. There are a number of different types of graphs and that have a number of preset styles to choose from. Note: a multiple record graph (e.g. Actual v Budget) will need to be a Side by Side or Stacked chart 4. When the type and style is selected, the graph will need to be given a Title and the Axis chosen. This can be a little hit-and-miss, but there is the opportunity to view the graph prior to publishing, which allows for editing. 5. Click the Create Graph button. This displays how the graph will appear on the Dashboard. 6. At this point changes can be made. If the graph needs to have multiple records like Actual Costs v Budget or Costs per Month, the graph must be either a Side by Side or Stacked graph. a. To add the extra records to the Side by Side or Stacked graph, click the Add Series button and choose the new record from the drop-down list b. To delete a record, click the red X icon. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 31

32 7. The graph is suitable, click the Save as Pinned Report/Add to Dashboard button in the bottom right corner of the screen 8. Name the report (making sure the Make Graph Available on Dashboard is ticked) and click the Save button. 9. When the report is saved, return to the Dashboard tab and used the Manage Dashboard option to add the graph to the appropriate Dashboard. For further information on Dashboards please use the FAST online documentation under the Help menu (FAST User Interface FAST Homepage Dashboard). CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 32

33 ing reports to another FAST user. A pinned report can be ed to another FAST user. The actual report is not ed instead a hyperlink to the report is sent. The recipient clicks on the hyperlink(s) within the to run the report. The report must be pinned before it can be ed. ING A PINNED REPORT NOTE: This service doesn t use the CSU server; it is run from the FAST server in Canada. Accordingly, there isn t a link to the CSU address book and the address must be entered manually. To a pinned report: 1. Click the Pinned Reports tab. 2. Locate the pinned report that needs to be ed. 3. To the right of the report name, click the icon that looks like an envelope. A pop-up window will open. 4. In the To section of the form, enter the address or addresses of the recipients. Separate multiple addresses by a comma [,]. Quick Tip It is often a good idea to put the From address into the To field, so a copy of what was sent is also sent to the sender s inbox. 5. The relevant link options are: Executes the report and opens the results with FAST Executes the report and opens the results as pdf file in Adobe Reader (or equivalent) Executes the report and opens the results as Excel file. 6. Entering a Subject and Body of the are optional. 7. Click the Send button. 8. The sent will resemble the screen shot below (this has all three options included): CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 33

34 A starting point for Reporting - Standard BASE reports Some standard base reports are located under the Pinned Reports tab, in the All Public Pinned Reports. These reports can be used as a starting point for reports. The base report located here are: Operating Statement by Account Operating Statement by Account as a Monthly Trend Operating Statement by Account as a Yearly Trend etc All the reports are setup with generic parameters. The parameters may need to be changed to suit the user. To change the parameters: 1. Run a particular report from the All Public Pinned Reports location 2. When the report has completed (there is a possibility that the report could be blank, this is a result of your Organisation code access), click the Filter Options tab (pg. 14). 3. Adjust the parameters to suit needs. For example, add specific Fund codes and/or Organisation Code. 4. Execute the report with the new parameters and check. 5. If the report is useful, the user can pin the report (pg. 25) by clicking on the Save As button in the bottom right hand corner. CSU FAST 4 3+ user guide v1_3.docx (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 34

35 APPENDICES APPENDIX 1 OPERATING STATEMENT (HIERARCHY, FOAPAL, ACCT DETAIL & TRANSACTION DETAIL) Fast Finance Reporting User Guide DRAFT (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 35

36 APPENDIX 2 SUMMARY BY HIERARCHY - OPERATING STATEMENT (EXAMPLE) BY ACCOUNT Fast Finance Reporting User Guide DRAFT (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 36

37 APPENDIX 3 SUMMARY BY FOAPAL - OPERATING STATEMENT (EXAMPLE) BY ORGN - ACCT Fast Finance Reporting User Guide DRAFT (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 37

38 APPENDIX 4 SUMMARY BY ACCT DETAIL - (EXAMPLE) Fast Finance Reporting User Guide DRAFT (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 38

39 APPENDIX 5 TRANSACTION DETAIL REPORT - (EXAMPLE) Fast Finance Reporting User Guide DRAFT (FOAP = FUND ORGANISATION ACCOUNT PROGRAM) 39