Advantage Month End Packets & Reports Reference Guide *Control D WebAccess p.2 *611E Advantage Web Report p.10 Financial Services & OPS Applications Support
Control-D WebAccess can be accessed at: https://reports.asu.edu. Id and Password: RACF/CICS User id and password. See page 3 for more information regarding this id and password. Requesting access: To request access to Control-D, please visit forms.asu.edu and complete the online request form. 1. Log-in using your ASURITE user ID and password 2. Select the third bullet: Administrative Access Requests (Advantage, DARSweb) 3. Select number two: Request for Advantage Financial System Access 4. Select OTHER 5. Type control-d for desired level of access Support: OPS Data Center 480-965-4554 Email: tops@asu.edu Advantage Helpline 480-965-2334 Email: Advantagehelp@asu.edu Reference Materials: Pages 3 thru 9 of this booklet demonstrates simple searches in Control-D that will help users retrieve, view and print Advantage Month-end Packets. In addition to the instructions contained in this booklet, the login page of the Control-D webpage has a Need Help/Ask Production Support link available. The Control-D Web Access Help Pages provide step-by-step instructions on items such as Control-D Requirements, Logging-in, Report filters, viewing and printing reports and much more. Fall 2008 Control D WebAccess page 2
To access Control-D WebAccess visit https://reports.asu.edu. The Control-D login screen will appear. Enter your RACF/CICS User ID and password. Note this id and password is also used to access mainframe applications (i.e. character-based Advantage) and is supplied on the SOLVE screen of the mainframe. This id and password expires every 90 days. This is not your ASURITE id and password or four-digit Advantage id and password. CICS/RACF password resets are done by UTO at 480-965-6500. Click on Login. One of the following views will appear. Select either the Report List Tab or Filter tab on the WebAccess toolbar to open the Filter Report List screen. The Report Parameters tab is displayed. Fall 2008 Control D WebAccess page 3
Retrieving Advantage Month-End Packets by Org Manager The following steps demonstrate a simplified search for retrieving an Org Manager s most current Advantage month-end packets sorted by Report Name (i.e. RSSSA, RBDUG, A400A, A611E, etc.). All Advantage accounts assigned to this Org Manager will be provided within each report. Index Tab Click on the Index tab. Click on the drop-down arrow under Available Indexes to display a list of available indexes. Click on the ORGMANAGER option. Report Parameters Tab Reports Status: Leave Active checked. Utilize the Index Tab to auto-populate the Index Name and Index Value. Index Name: Most commonly used Index Names are: o AGENCY o AGENCYORG o ORGMANAGER o ORGMANAGER\AGENCYORG Index Value: The index value relates to the information specified in Index Name. For example, if ORGMANAGER is selected as the Index Name, the Index Value would be the Org Manager s Advantage id (i.e. KBB1). A second index box will appear. Enter the ORG Manager id (i.e. KBB1) in ALL CAPS Fall 2008 Control D WebAccess page 4
Report Parameters Tab Cont. Recipient: Enter COMP-ME in ALL CAPS (this dictates that all accounts for a given Org Manager will be bundled by report). Date From/To: Specify a date range using mm/dd/yyyy or for current Advantage reports utilize the Date & Time tab. Date & Time Tab Click on the Date & Time tab. Click on the arrow down on the Period option. Choose Current Advantage. Select Apply. Current Advantage is defined as reports for the current month. Last Day is defined as reports that became available today. Fall 2008 Control D WebAccess page 5
All the current Advantage Month-end reports for this Org Manager will be displayed. Viewing a Month-end Report To view an individual Advantage month-end report, position cursor over the report name and click to open the report. The report will open in a separate window. Fall 2008 Control D WebAccess page 6
Printing a Single Report Open the report to be printed. On the Control-D WebAccess Toolbar: Select the dropdown arrow next to the REPORT Select PRINT Click on PRINT submenu Print all or part of report as needed. Printing Multiple Reports Control-D has an option that allows a user to select multiple reports to be turned into a unified PDF report that can be modified and/or printed. To create a unified PDF file: 1. Highlight the reports you wish to print by clicking next to the report name. To select multiple reports for print, hold down the ctrl key while selecting reports. Note: Do not click on the report link as it will open the report in the detail view. Below the A611E and the TC0110 reports have been selected. 2. Click on the PDF icon. This will create a PDF that can be modified and/or printed. Fall 2008 Control D WebAccess page 7
Additional Information Saving Searches To save a search: o In the Filter window, click Save once all the search criteria has been entered. o The Save Predefined Filter window is displayed. o The saved search is selected in the Filter Name box. o Type a search/filter name. o To set this search as the default, select Default. o Click Save. To delete a search: o In the Filter window, select a filter name. o Click Delete. o A confirmation message is displayed. o Click Yes. Fall 2008 Control D WebAccess page 8
Additional Information Report Parameters Report Name: Leave blank to return all reports for an Org Manager or provide a report name to search for a particular report (i.e. A611E). A search may be done for more than one report by filtering with a wildcard character. Filtering With Wildcard Characters: The asterisk (*) wildcard character can be used in the Report Parameters tab to implement searches using pattern matching. The asterisk wildcard can represent a single character or a group of characters that match filter criteria. Wildcards can be used anywhere within filter criteria fields, anywhere in the field (i.e.*611*). For more information on Reports Status, the Report Parameters, Date & Time, and Index tabs please visit the Control-D help pages. Fall 2008 Control D WebAccess page 9
Advantage Web Reports http://uabf.asu.edu/finance_accounting On the Finance and Accounting webpage under Financial Reports select Advantage Web Reports Id and Password: Asurite id and Password. Users must have access to Financial Data Warehouse to access the Advantage Web Reports or an Advantage user id. If a User has access to Financial Data Warehouse but not an Advantage id, the word TEMP can be entered. Requesting access to Financial Data Warehouse: To request access to Financial Data Warehouse, please visit forms.asu.edu and complete the online request form. 1. Log-in using your ASURITE user ID and password 2. Select the first bullet: Data Warehouse/myReports request form 3. Select number two: Data Warehouse/myReports Assess Financial Information Support: The Advantage Web Reports are supported by Financial Services thru Advantage-Q@asu.edu Reference Materials: Page 11 of this booklet contains descriptions of the Advantage Web Reports. Pages 12 thru 15 demonstrate how to retrieve data using the 611E Advantage Web Report. Fall 2008 Advantage Web Reports page 10
Advantage Web Reports The following are descriptions of each Advantage Web Report. The Advantage Web Reports are updated overnight and are available to review daily. USR4 (Uncommitted State Funds Summary) Report assists in determining the uncommitted balance on a particular stat account. This report combines both personnel services and all other operating appropriation units into one total. USR6 (Outstanding Operational Encumbrances) Report provides a detailed listing of the documents that are currently pre-encumbered or encumbered against a particular account (does not include payroll encumbrances). 611E (Detail of Funding Uses by Agency/Org) Report provides a detailed listing of the expenditure transactions processed against an agency/org broken down by expenditure code. 611R (Detail of Funding Sources by Agency/Org) Report provides a detailed listing of the revenue transactions processed for an agency/org broken down by revenue code. Detail of Budget Transactions by Agency/Org Report provides a detailed listing of appropriation transactions for an agency/org broken down by appropriate unit. 400 (Summary of Funding Uses by Agency/Org) provides a summary listing of expenditures broken down by object/sub-object codes for a given agency/org and sub org. 440 (Summary of Funding Sources by Agency/Org) provides a summary listing of revenues broken down by revenue/sub-revenue codes for a given agency/org and sub org. G210 (Grant Summary Report) provides a summary listing of expenditures and revenues broken down by object and revenue codes for a given Grant account. PI (Grant Summary Report) provides a summary listing of expenditures and revenues broken down by object and revenue codes for a given Grant account. This report allows the user to sort by Agency/Org, Principal Investigator (PI) or Department Name. If sorting by PI or Department Name, this report will return a list of all the accounts that belong to that PI or Department. Sources/Uses Report provides a summary listing by revenues and expenditures and revenues for a given account by class (i.e. Personal Services contains both salaries [7110] and wages [7120]). Fall 2008 Advantage Web Reports page 11
Advantage Web Reports To access the 611E Detail of Funding Uses by Agency/Org report: Type http://uabf.asu.edu/finance_accounting in the address bar. Press Enter. The Finance and Accounting webpage will appear. Click on the Advantage Web Reports link. The Warehouse Secured Web Login screen will appear. Enter your ASURITE userid and password. Click on Login. Note: Users must have access to financial data warehouse or an Advantage User Id in order to access the Advantage Web Reports. Fall 2008 Advantage Web Reports page 12
Advantage Web Reports The Advantage Web Reports screen will appear. Click on the Detail of Funding Uses by Agency/Org(611E) report. The 611E report data selection screen will appear. Enter the following report information: Advantage User ID: Enter your Advantage User Id (TEMP may also be entered if you do not have an Advantage User Id). Fiscal Year: Select the appropriate fiscal year from the drop down menu. Agency/Org: Enter an agency/org. Fiscal Month: Enter the fiscal month or range of months. Click on Next. Fall 2008 Advantage Web Reports page 13
Advantage Web Reports The object code selection screen will appear. Click the box next to the object codes to be retrieved. Note: Display all Object Codes may also be selected to retrieve all object codes. Click on Submit. The 611E report will appear. Scroll down to review the report detail. Fall 2008 Advantage Web Reports page 14
Advantage Web Reports Click at the bottom of the report to: Display in Excel New Query Report Menu Exit Export the data to an excel spreadsheet. Return to the 611E data selection screen. Return to the Web Reports Menu. End your session in the web reports. Fall 2008 Advantage Web Reports page 15