bairs training - las.lib.berkeley.edu · bairs import instructions for bairs 11 revised 5/26/15...

BAIRS Training

Ty Johnson Elise Woods

Kris Leonardo Meilin Huang

FY 2015 rev. 5/26/15

BAIRS 11 Training Session Agenda

• Introduction of participants (10 minutes) • Brief summary of session objective (5 minutes) • Import and setup of reports as favorites (10-20

minutes) • Walkthrough of reports (20-30 minutes) • Remaining questions and evaluations (10

minutes)

Thanks for coming! Library Business Services Operations

2

Training Objective

• The objective of the session is to enable you to run and view your financial reports and monitor your expenditures for unit budgeting, career & limited staff, GA/SLE (student library employees) and S&E (supplies, services and other expenses). One of the reports, the GL_Detail_Expanded_Mod.bqy is targeted for those of you who are Blucard holders or are in acquisitions.

3

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 1

Table of contents

A. Download custom queries – Page 2

B. Launch a session in Citrix – Page 3

C. Set up your BAIRS 11 Default Open Format Preference (Interactive) – Page 7

D. Access your user folder – Page 9

E. Upload custom queries to BAIRS 11 – Page 10

F. Add to Favorites or My Personal Page – Page 13

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 2

A. Download custom queries.

1. Open Google browser and point to your bmail account.

2. In the search window, type libbairs@lists.berkeley.edu and click the magnifying glass.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 3

3. Select the email from libbairs and individually download the 2 attachments that start with GL_Sum_Monthly_Expense. Once you download them, they will show up in your C:\users\Calnet username\downloads folder. In Doe 105, they will show up in C:\users\classroom\downloads.

B. Launch a session in Citrix About Citrix

You may only access the new version of BAIRS (BAIRS 11), through Citrix.

Citrix gives you a secure one--stop shop for certain UC Berkeley applications not installed on your computer (e.g. Caltime, BAIRS and Cal Answers). Using Citrix eliminates compatibility and security issues, such as the need to run a specific web browser version for each application.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 4

1. Double-click on the Citrix icon in the bottom right-hand corner of the monitor screen.

2. If you don’t see this screen or have already done this, skip to next step. Otherwise, type your work email where prompted and then click Next.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 5

3. Type your CalNet authentication credentials here and click Log On.

4. If you don’t see this screen or have already done this, skip to step 7. Otherwise, make sure vApps is selected and click Next.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 6

5. If you don’t see this screen, skip to next step. Otherwise, click yes to the prompt.

6. Click Finish.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 7

7. Click on the BAIRS 11 Citrix icon and log in.

C. Set up your BAIRS 11 Default Open Format Preference (Interactive)

Please complete the following steps to update your BAIRS 11 Preferences to the Interactive Reporting Web Client.

1) Log into BAIRS 11, and then click on File Preferences.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 8

2) The Preferences dialogue box opens on the General icon. Click the Interactive Reporting icon on the left and then click the Default Open Format: drop---down list and choose

Interactive Reporting Web Client. Then click OK.

3) Click the Refresh button at the top of your screen as shown below:

Your BAIRS 11 Default Open Format Preference has now been set. You don’t have to reset it at your workstation.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 9

D. Access your user folder

Central Campus has created a new user folder for you in BAIRS 11, under the Users folder. In this folder, you can save your frequently used custom reports and queries for easy access. To access your new folder:

1. Click the Explore button to proceed to the BAIRS reporting section.

2. In the Folders on the left side of your screen, click on the plus sign (+) next to Users.

3. Your folder will be named LAST NAME_FIRST INITIAL_UID. For example, the folder for user Teal Sexton is:

We will use this folder to import our custom queries.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 10

E. Upload custom queries to BAIRS 11

Follow these steps to upload the GL_Sum_Monthly queries we previously downloaded from the email attachment for GA and SE.

1. Navigate to your new user folder in BAIRS 11 and click on your name to highlight it. In the empty space under Your Name, right click to bring up the menu below and select Import ->File.

2. In the window that comes up, click on the “Browse” button. (Please note that the “Multiple Files” button will not work for saved reports and queries. They must be imported individually.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 11

3. Navigate to the report files you downloaded. For example, in Doe 105, this file destination will be C:\Users\classroom\downloads. Look for 2 files ending in .bqy.

4. Select the first report (.bqy) file and click on the “Open” button

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 12

5. Click on the “Next” button.

6. You will be asked to set your Interactive Reporting Properties. Click the Connection drop down menu and select “edwprod.oce”.

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 13

7. Click on the Apply Option to All Queries drop down menu and select Use Default User Name & Password.

8. (The Apply Option to All Queries field will turn dark and the User Name, Password and Options fields will fill in). Click Finish and your report will be saved in BAIRS 11. Return to step 1 to import the second file.

9. Check to make sure the following reports are in your repository folder: • GL_Sum_Monthly_Expense_GA.bqy • GL_Sum_Monthly_Expense_SE.bqy

F. Add to Favorites or My Personal Page

1. In your repository folder, right click on GL_Sum_Monthly_Expense_GA.bqy and select “Add to Favorites.”

BAIRS Import Instructions for BAIRS 11

Revised 5/26/15 Page 14

2. In your repository folder, right click on GL_Sum_Monthly_Expense_SE.bqy and select “Add to Favorites.”

3. For unit heads and operations managers, under Root->Financial Reports-> 020. FY13 and Later –

Current Funds Excluding C&G, right click on GL_Customer_Rpt_Dept_ID_7col_Mod.bqy and select “Add to Favorites.”

4. For Blucard holders and Acquisitions users, under Root-> 020. FY13 and Later – Current Funds Excluding C&G, right click on GL_Detail_Expanded_Mod.bqy and select “Add to Favorites.”

5. Check that the following reports are in your Favorites: i. GL_Sum_Monthly_Expense_GA.bqy

ii. GL_Sum_Monthly_Expense_SE.bqy iii. GL_Customer_Rpt_Dept_ID_7col_Mod.bqy (Unit heads and Operations Managers) iv. GL_Detail_Expanded_Mod.bqy (for Blucard holders and Acquisitions users)

6. If you would rather see your reports on your personal page, you must add a bookmark. 7. Click to highlight the desired report. Right-click this report. 8. A subscribe popup window appears. Click where it says Add to My Bookmarks. Click OK. 9. Go back to the My Personal Page Tab and click Refresh. Your bookmark should appear under

the My Bookmarks header. 10. Go back to step 7 and repeat the process until all of your reports have been bookmarked. 11. The import process is complete.

List of Reports

• GL_Sum_Monthly_Expense_GA.bqy – Summary of GA/SLE allocation, expenses and balance.

• GL_Sum_Monthly_Expense_SE.bqy – Summary of S&E allocation or fund balance, expenses and balance.

• GL_Customer_Rpt_Dept_ID_7col_Mod.bqy – Detailed report of all expenses grouped by Dept ID. This is for unit heads and operations managers.

• GL_Detail_Expanded_Mod.bqy – Detailed report of all expenses grouped by Dept ID. This is for Blucard holders and Acquisitions users.

4

General Ledger (GL) Accounts On your GL Monthly Expense GA reports, these are the specific accounts that show funding (7XXXX) and expenses (5XXXX): • 73140 – Work-study Funding • 74150 – Div Salary Support (GA/SLE allocations) • 51029 – Casual staff - restricted work study • 51231 – Staff - Exempt from CBR (GA/SLE - Undergraduates) • 57373 – Work-study Admin Assessment On your GL Monthly Expense S&E reports, these are the specific accounts that show funding (7XXXX), expenses (5XXXX), and beginning fund balance (30XXX): • 74195 – Div Other Dean/AVC support (S&E allocations) • 75195 – Dept – Other Internal Xfr (Collections budget transfers primarily)

& other miscellaneous • 54XXX-57XXX – S&E (Supplies, operating expenses and services) • 30000 – Prior year ending balance (reappropriated balance)

5

GL_Sum_Monthly_Expense_GA.bqy

1. Click “Favorites.” Then click “GL_Sum_Monthly_Expense_GA.bqy.”

6

GL_Sum_Monthly_Expense_GA.bqy

2. Click “Ignore” for both Fund and Dept ID.

7

GL_Sum_Monthly_Expense_GA.bqy

3. Click “Run Report.”

8

GL_Sum_Monthly_Expense_GA.bqy

4. Click “OK.”

9

GL_Sum_Monthly_Expense_GA.bqy

5. Click “By Dept ID, Fund” under Detail Reports.

10

GL_Sum_Monthly_Expense_GA.bqy

11

GL_Sum_Monthly_Expense_SE.bqy

1. Click “Favorites.” Then click “GL_Sum_Monthly_Expense_SE.bqy.”

12

GL_Sum_Monthly_Expense_SE.bqy

2. Click “Ignore” for both Fund and Dept ID. Note: All expenses for the current month may not be included until the month end close.

13

GL_Sum_Monthly_Expense_SE.bqy

3. Click “Run Report.”

14

GL_Sum_Monthly_Expense_SE.bqy

4. Click “OK.”

15

GL_Sum_Monthly_Expense_SE.bqy

5. Click “By Dept ID, Fund” under Detail Reports.

16

GL_Sum_Monthly_Expense_SE.bqy

Note: All expenses for the current month may not be included until the month end close. Ignore all work study funds. 17

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

1. Click “Favorites.” Then click “GL_Customer_Rpt_Dept_ID_7col_Mod.bqy.”

18

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

2. Click “Ignore” for both Fund and Dept ID.

19

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

3. Click the month desired. To select multiple months, hold the Shift button and click on the months desired.

20

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

4. Click “Run Report.”

21

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

5. Click “OK.”

22

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

6. Click “by Dept ID - Fund” under Detail.

23

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

Note: All expenses for the current month may not be included until the month end close. 24

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

6. Click “by Dept ID - Fund” under Summary.

25

GL_Customer_Rpt_Dept_ID_7col_Mod.bqy

Note: All expenses for the current month may not be included until the month end close. 26

GL_Detail_Expanded_Mod.bqy

1. Click “Favorites.” Then click “GL_Detail_Expanded_Mod.bqy.”

27

GL_Detail_Expanded_Mod.bqy

2. Click “Ignore” for both Fund and Dept ID.

28

GL_Detail_Expanded_All_Curr_Funds_Mod.bqy

3. Click the month desired. To select multiple months, hold the Shift button and click on the months desired.

29

GL_Detail_Expanded_All_Curr_Funds_Mod.bqy

4. Click “Run Report.”

30

GL_Detail_Expanded_All_Curr_Funds_Mod.bqy

5. Click “OK.”

31

GL_Detail_Expanded_All_Curr_Funds_Mod.bqy

6. Click “subtotal by Dept ID, Fund.”

32

GL_Detail_Expanded_Mod.bqy

33

Details of expense

GL_Detail_Expanded_Mod.bqy

34 Note: All expenses for the current month may not be included until the month end close.

Details of expense

Contact Information

• Meilin Huang, 3-1911, mhuang@library.berkeley.edu

• Kris Leonardo, 2-0207, kleonard@library.berkeley.edu

• Ty Johnson, 3-3845, tjohnson@library.berkeley.edu

35