section 8 reports and financial statements · 2012-11-06 · fiscal software user’s guide, bsa...
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Fiscal Software User’s Guide, BSA
Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 74
Section 8 Reports and Financial Statements This Section Includes:
8.1 Report Listing
8.1.1 nVision Reports
8.1.2 AP PeopleSoft Delivered Reports
8.1.3 GL PeopleSoft Delivered Reports
8.2 Queries
8.2.1 Query Listing
8.2.1.1 GL Queries
8.2.1.2 AP Queries
8.3 Screen Views and Other Data Research Tools
8.3.1 Compare Across Ledgers
8.3.2 Review Ledger
8.4 Using Scope with nVision Reports
8.4.1 Defining Scope for a Group of Projects from the Project Tree
8.4.2 Defining a Scope for Individual Reporting from Tree Nodes
8.4.3 Defining Scope for a Single Project or List of Projects
8.5 Printing an nVision Reports using Scope
Financial statements, reports, queries and screen displays are available to provide information to management and
accounting staff as well as for public review. Reports and views come in several different formats depending on
the complexity of the data and the end use.
8.1 Report Listing There are several types of reports in the PeopleSoft system.
• nVision Reports: The more formal statements and some other reports come from software named nVision®.
• PeopleSoft Reports: PeopleSoft has many delivered reports in the various modules of the software.
• Queries: Raw data can be pulled in a variety of forms and loaded into Microsoft Excel® for further formatting
and reporting.
8.1.1 nVision Reports : This software is used for more formal reporting such as financial statements.
Note that the nVision reports have two new features. They come out as Excel sheets that can be “drilled down” to
get underlying detail. They can also be saved for future reference. Drill down works as long as the computer is
connected to the network and can access PeopleSoft data.
Report Usage Options Statement of Financial
Position
Report ID: FINPOS_S
Typical for executive
board, executive
committee and others.
Required audit statement
– should match the audit.
Run by fiscal year and period.
Displays all funds and total of
funds with prior year comparisons
by fund. Prints accompanying
schedules with additional
disclosures.
Statement of Activities and
Changes in Net Assets -
Management
Report ID: ACNA_MAN
Typical for executive
board, executive
committee and others.
Required audit statement
– should match the audit.
Run by fiscal year and period.
Displays all funds and total of
funds with prior year comparisons
by fund. Prints accompanying
schedules with additional
disclosures including functional
expenses.
Fiscal Software User’s Guide, BSA
Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 75
Report Usage Options Statement of Functional
Expenses
Report ID: FUNCTEXP
Annual statement with full
GAAP disclosures.
Required audit statement
– should match the audit.
Run by fiscal year and period.
Displays expenses for all funds by
function. Uses time study
percentages entered into
statistical accounts. Standard
report gives both unallocated and
allocated formats.
Standard Statement of
Budgeted Operations –UR
Operating Fund
Report ID: SSOP-UR1
Statement of Unrestricted
Operations with Budget
Comparison.
Run by fiscal year and period.
Displays changes in Unrestricted
revenue and expense in the
operating fund with comparisons
to budget.
Standard Statement of
Budgeted Operations – UR
Capital Fund
Report ID: SSOP-UR2
Statement of Unrestricted
Operations with Budget
Comparison.
Run by fiscal year and period.
Displays changes in Unrestricted
revenue and expense in the capital
fund with comparisons to budget.
Standard Statement of
Budgeted Operations – UR
Endowment Fund
Report ID: SSOP-UR3
Statement of Unrestricted
Operations with Budget
Comparison.
Run by fiscal year and period.
Displays changes in Unrestricted
revenue and expense in the
endowment fund with
comparisons to budget.
Comparative Statement of
Budgeted Operations – UR
Operating Fund
Report ID: CSOP-UR1
Statement of Unrestricted
Operations with Budget
and Prior Year
Comparison.
Run by fiscal year and period.
Displays changes in Unrestricted
revenue and expense in the
operating fund with comparisons
to budget and prior year actuals.
Comparative Statement of
Budgeted Operations – UR
Capital Fund
Report ID: CSOP-UR2
Statement of Unrestricted
Operations with Budget
and Prior Year
Comparison.
Run by fiscal year and period.
Displays changes in Unrestricted
revenue and expense in the capital
fund with comparisons to budget
and prior year actuals.
Comparative Statement of
Budgeted Operations – UR
Endowment Fund
Report ID: CSOP-UR3
Statement of Unrestricted
Operations with Budget
and Prior Year
Comparison.
Run by fiscal year and period.
Displays changes in Unrestricted
revenue and expense in the
endowment fund with
comparisons to budget and prior
year actuals.
Budget Analysis-Summary
Operating Fund
Report ID: BUDANAL
Outlines the budget in
summary format with
prior 2 year actual, current
YTD and future 3 year
Budgets
Runs by fiscal year and period that
sets the center point for the
comparisons.
NOTE: May be run using Scope
for specific or a list of projects
and produced as Individual or
Combined reports.
Budget Analysis-Detailed
Operating Fund
Report ID: D-BUD-AN
Outlines the budget in
detail format with prior 2
year actual, current YTD
and future 3 year Budgets
Runs by fiscal year and period that
sets the center point for the
comparisons. NOTE: May be run
using Scope for specific or a list of
projects and produced as Individual
or Combined reports.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 76
Report Usage Options Temporarily Restricted
Funds Report – Operating
Fund
Report ID: TR-FUND1
Displays the status of
projects and their
temporarily restricted
funds in various states.
Used to help manage
release from restriction.
Operating Fund only.
Runs by Fiscal Year and Period.
Displays TR Net Assets, New TR
Revenue, and Release from TR and
lists the UR Revenue, UR Release
and Expenses. Also displays the
variance between UR Revenues
and Expenses as possible Release
target.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Temporarily Restricted
Funds Report –Capital Fund
Report ID: TR-FUND2
Displays the status of
projects and their
temporarily restricted
funds in various states.
Used to help manage
release from restriction.
Capital Fund only.
Runs by Fiscal Year and Period.
Displays TR Net Assets, New TR
Revenue, and Release from TR and
lists the UR Revenue, UR Release
and Expenses. Also displays the
variance between UR Revenues
and Expenses as possible Release
target.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Temporarily Restricted
Funds Report – Endowment
Fund
Report ID: TR-FUND3
Displays the status of
projects and their
temporarily restricted
funds in various states.
Used to help manage
release from restriction.
Endowment Fund only.
Runs by Fiscal Year and Period.
Displays TR Net Assets, New TR
Revenue, and Release from TR and
lists the UR Revenue, UR Release
and Expenses. Also displays the
variance between UR Revenues
and Expenses as possible Release
target.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Project Management Report
– Fund 1
Report ID: PROMANAG
Displays summary
information in the format
of the Statement of
Operations for the
Operating Fund.
Runs by Fiscal Year and Period. Is
Specifically designed to be run
using Scope definitions for specific
or a list of projects and produced
in either individual or combined
formats.
Detailed Project
Management Report –
Summary
Report ID: D-PRMAN1
Displays detail by account
and project for data in the
Summary Project
Management Report
including Assets, Liabilities
and Net Assets
Runs by Fiscal Year and Period. Is
Specifically designed to be run
using Scope definitions for specific
or a list of projects and produced
in either individual or combined
formats.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 77
Report Usage Options Detailed Statement of
Financial Position –
Operating Fund
Report ID: DSFP-F1
Displays detailed behind
totals in the Statement of
Financial Position for the
Operating Fund.
Runs by Fiscal Year and Period.
Displays detail by account number
and project with sub-totals to
match the Summary Statement.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Detailed Statement of
Financial Position – Capital
Fund
Report ID: DSFP-F2
Displays detailed behind
totals in the Statement of
Financial Position for the
Capital Fund.
Runs by Fiscal Year and Period.
Displays detail by account number
and project with sub-totals to
match the Summary Statement.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Detailed Statement of
Financial Position –
Endowment Fund
Report ID: DSFP-F3
Displays detailed behind
totals in the Statement of
Financial Position for the
Endowment Fund.
Runs by Fiscal Year and Period.
Displays detail by account number
and project with sub-totals to
match the Summary Statement.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Detailed Statement of
Operations UR – Operating
Fund
Report ID: DSOP-F1
Displays detailed behind
totals in the Statement of
Operations – UR for the
Operating Fund.
Runs by Fiscal Year and Period.
Displays detail by account number
and project with sub-totals to
match the Summary Statement.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Detailed Statement of
Operations UR – Capital
Fund
Report ID: DSOP-F2
Displays detailed behind
totals in the Statement of
Operations – UR for the
Capital Fund.
Runs by Fiscal Year and Period.
Displays detail by account number
and project with sub-totals to
match the Summary Statement.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Detailed Statement of
Operations UR –
Endowment Fund
Report ID: DSOP-F3
Displays detailed behind
totals in the Statement of
Operations - UR for the
Operating Fund.
Runs by Fiscal Year and Period.
Displays detail by account number
and project with sub-totals to
match the Summary Statement.
NOTE: Enable your macros before
executing the macro to close up
empty rows.
Liquidity Ratios
Report ID: LIQRATIO
Calculates the Liquidity
Ratio for each of the three
funds with comparatives
to the prior year.
Run by Fiscal Year and Period.
Learning for Life Statement
of Operations – Unrestricted
Report ID: LFL-SOP
Presents Learning for Life
revenue and expense in a
labeled statement of
operations.
Run by date and specifically
designed to be run using Scope to
focus on LFL Projects only.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 78
8.1.2 AP PeopleSoft Delivered Reports: Councils may try these delivered reports and others to
determine which work best for managing the council fiscals.
Report ID and Report Name Description Navigation
APY1020
Posted Voucher Listing
Lists all posted vouchers for a given business unit and date range. For each Voucher ID, the report lists Document Type, Document Date, Document Sequence, Ledger, Accounting Date, Application Journal, Dist Type, Vchr Line, Dist Line, GL Unit, Account, Dept, Product, Project, Debit Amount, Credit Amount, Currency Code, and Unpost Seq#. (Crystal Report)
Accounts Payable, Reports, Vouchers, Posted Voucher, Posted Voucher Listing
APY1099
1099-MISC Copy B
(USA) IRS Form 1099-MISC for your vendors. (Crystal Report)
Vendors, 1099/Global Withholding, 1099 Reports, Withhold 1099 Report Job, 1099 Report Post / Report / Copy B
APX1400
Summary AP/GL Open Liability Account Reconciliation Report
Compares the AP Open Liability balance to the GL Open Liability balance. (XMLP Report)
Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation
APY1405
Detail AP/GL Open Liability Account Reconciliation Report
Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger. (Crystal Report)
See APY1400.
Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation
APX1405
Detail AP/GL Open Liability Account Reconciliation Report
Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger. (XMLP Report)
See APX1400.
Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation
APY1406
Payables Open Liability Report
Lists all open liabilities by business unit. (Crystal Report)
Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability, Payables Open Liability
APX1406
Payables Open Liability Report
Lists all open liabilities by business unit. (XMLP Report)
Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability, Payables Open Liability
APY1408
Vendor Liability Aging Data & Report
Lists all vouchers that have not been paid by the As of Date. You can run the report in either summary or detail format for specific vendors. The report excludes vouchers that are in the Recycled status and categorized scheduled payments on hold or on hold for withholding. (Crystal Report).
Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 79
Report ID and Report Name Description Navigation
APX1408
Vendor Liability Aging Data & Report
Lists all vouchers that have not been paid by the As of Date. You can run the report in either summary or detail format for specific vendors. The report excludes vouchers that are in the Recycled status and categorized scheduled payments on hold or on hold for withholding. (XMLP Report).
Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging
APY1410
AP/GL Journal Reconciliation Report
Lists totals by journal line and journal ID. (Crystal Report).
Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation
APX1410
AP/GL Journal Reconciliation Report
Lists totals by journal line and journal ID. (XMLP Report).
Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation
APY1420
AP/GL Account Reconciliation Report
Lists account totals by Journal ID and Account. (Crystal Report).
Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account Reconciliation
APX1420
AP/GL Account Reconciliation Report
Lists account totals by Journal ID and Account. (XMLP Report).
Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account Reconciliation
APY2000
Detailed (Summary) Payment History by Vendor
Provides a register of payments for a vendor.
Using the Print Options radio buttons on the Payment History by Vendor page, you can generate either a Detail, or a Summary version of this report. (Crystal Report)
Accounts Payable, Reports, Vendor, Payment History by Vendor, Payment History by Vendor
APY2001
Detailed (Summary) Check Register
Provides a register of payments by Pay Cycle, run date, and payment method.
Using the Print Options radio buttons on the Payment Register by Payment page, you can generate either a Detail, or a Summary version of this report. (Crystal Report)
The title is based on the payment method. For example, Detailed Check Register, Detailed EFT Register, etc.
Accounts Payable, Reports, Payments, Payment History by Payment, Payment History by Payment
APY2004
Detail (Summary) Payment History by Bank
Provides a register of the payments for a bank.
Using the Detail/Sum field on the Pymnt Control Rpt page, you can generate either a Detail, or a Summary version of this report. (Crystal Report)
Accounts Payable, Reports, Payments, Payment History by Bank, Payment History by Bank
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 80
Report ID and Report Name Description Navigation
APY2021
Check Overflow Payment Advice
Produced only from the Pay Cycle Manager, generates the overflow payment advice for payment forms Check1, Check2, Check3, and LC1. You do not access a report page to generate this or other payment advices. (XMLP)
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle Manager, Pay Cycle Manager
APY2030
AP Trial Payment Register
Provides a printable summary of payments by bank account, after payment selection and creation, but before you print checks or create EFT or ACH files. (Crystal Report)
Accounts Payable, Reports, Payments, Trial Register, Register
APX2030
AP Trial Payment Register
Provides a printable summary of payments by bank account, after payment selection and creation, but before you print checks or create EFT or ACH files. (XMLP Report)
Accounts Payable, Reports, Payments, Trial Register, Register
APY2050
Payment History by Payment Method - Detail or Summary
Provides a history of payments by payment method. (Crystal Report)
Accounts Payable, Reports, Payments, Payment History by Pay Method, Payment Hist by Pymnt Method
APY2051
Payment Aging Summary (Detail) Report by Bank
Provides a listing of payments aging by bank. (Crystal Report)
Accounts Payable, Reports, Payments, Payment Aging by Bank, Payment Aging by Bank
APY2052
Payment Aging Summary (Detail) Report by Vendor
Provides a report listing payments aging by vendor. (Crystal Report)
Accounts Payable, Reports, Vendor, Payment Aging by Vendor, Payment Aging by Vendor
APY3012
Vendor Withholding Balances Control Report
Lists withholding activity for internal audits. We recommend that you run the report on a regular basis to check the withholding summaries. (Crystal Report)
Vendors, 1099/Global Withholding, General Reports, Withhold Control Report, Withholding Control Report
APY3020
Outstanding Balance by Vendor
Lists the gross amount of all the outstanding vouchers for the specified vendor. (Crystal Report)
Accounts Payable, Reports, Vendor, Vendor Balance, Outstanding Balance by Vendor
APY3215
Duplicate Vendors
Shows potential duplicate vendors. These vendors may share duplicate TINs, withholding names, withholding addresses, vendor names, vendor short names, or vendor addresses, depending on your search criteria. (Crystal Report)
Vendors, Vendor Information, Maintain, Duplicate Vendor Report, Duplicate Vendor Request
APX3215
Duplicate Vendors
Shows potential duplicate vendors. These vendors may share duplicate TINs, withholding names, withholding addresses, vendor names, vendor short names, or vendor addresses, depending on your search criteria. (XMLP Report)
Vendors, Vendor Information, Maintain, Duplicate Vendor Report, Duplicate Vendor Request
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Report ID and Report Name Description Navigation
APX8056
1099 Withholding to Send Detail Report
Lists all the information created by the 1099 reporting process and is a replica of the data in the file you are sending to the IRS. (XMLP Report)
Vendors, 1099/Global Withholding, 1099 Reports, 1099 to Send Detail, 1099 to Send Report
APYVR_LC
Registered Voucher Listing
Lists all registered vouchers that have not been completed. For each vendor, the report lists voucher, invoice, accounting date, VAT amount, gross amount, and voucher status. (Crystal Report)
Accounts Payable, Reports, Vouchers, Registered Voucher, Registered Voucher Listing
APXVR_LC
Registered Voucher Listing
Lists all registered vouchers that have not been completed. For each vendor, the report lists voucher, invoice, accounting date, VAT amount, gross amount, and voucher status. (XMLPl Report)
Accounts Payable, Reports, Vouchers, Registered Voucher, Registered Voucher Listing
8.1.3 GL PeopleSoft Delivered Reports:
Councils may try these delivered reports and others to determine which work best for managing the
council fiscals.
GL Reports Usage Options Ledger Summary
Report
Report: GLS7003
A version of a posted detail
where specific accounts or
projects can be selected and
printed.
Run by fiscal year, period YTD and various
account settings.
Ledger Activity
Report: GLS7002
Reports Posted Detail with
selects by various account
chartfields.
Run by fiscal year, range of periods and
detail or summary. Displays beginning
balance, debits for period, credits for
period and ending balance. Subtotals by
period for user choice of subtotals.
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8.2 Queries Queries are used to extract unique information from PeopleSoft data that can be printed, or exported to Microsoft
Excel®® for further analysis and manipulation. PeopleSoft uses a series of tables to store data and tie pieces of
information together. For example, related to a journal, there is one table for the information contained on the
“Header” tab and another for the detail in the “Lines” tab of a journal. They are named JRNL_HEADER and
JRNL_LINE. Notice that the names are in upper case and do not contain any spaces. Of the hundreds of tables in
PeopleSoft, there are only a certain number that would be commonly used by local councils in queries.
Queries can be created for “Private” access by the creator use or for “Public” use by other users. Your system
comes with several queries that are prepared for common usage. The will all begin with a name like
BSA_LC_LEDGER_TOTAL that produces a simple listing of accounts with their balance YTD like the following:
This can then be printed as it is, or downloaded to Excel® for further use.
8.2.1 Query Listing:
Below is a listing of useful queries. The menu path to produce them is also included.
8.2.1.1 GL Queries
Query Usage Options LC_TRIAL_BALANCE Used to pull data from a
specific period and display
beginning balance, debits,
credits and end balance for
each account chart string.
Runs by fiscal year
and period.
Can be run in Excel
(Click on Excel link
to run) and then
sorted, filters and
used in research.
LC_JOURNAL_DETAILS Used to secure detailed
transactions by account
string for a specified
period.
Runs by begin and
end date (based on
transaction date).
When run in Excel
data can be sorted,
filtered, digested
and printed as
desired.
LC_PROJECT_DEFERRAL_STATUSES Used to list all projects and
the dates that are set for
deferral or non-deferral.
Only lists projects where
deferral dates are entered.
Runs by Business
unit. When in Excel,
it can be sorted,
filtered, pivoted and
printed as desired.
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Query Usage Options
LC_PROJECT_LEDGER_TOTAL Displays account totals
for a single project in a
fiscal year.
Can be run to excel
and managed or
shared from there.
LC_PROJ_BECOMING_NONDEFERRED Creates a list of
projects that are
moving from Deferred
to Non-Deferred Status
during a period of
time. Useful in
determining
allocations and project
status changes.
Run to Excel by
Business Unit and
Time Period.
LC_PROJ_NOW_DEFERRED List of projects that are
in deferred status.
Select by time
period – usually one
month.
LC_AP_ACCOUNTING_ENTRIES Lists AP Transactions
with type and values.
Select BU, From
Date and To Date.
LC_JOURNALS_BY_CHARTFIELDS Equivilant of Posted
Detail Listing for a
single account string
(X-XXXX-XXX-XX)
Select by BU, Year,
Period, Account
fields. (See sample
below)
LC_UNPOSTED_JOURNALS_BY_PD
List of Journals NOT
POSTED by period.
Select BU, Year and
Period. Useful for
determining queries
that need posting
before Month End
Close.
LC_PROJECT_LEDGER_TOTAL
List of accounts and
YTD Balances in a
one Project.
Useful for a quick
“Where are we
now?”
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8.2.1.2 AP Queries
Query Usage Options
LC_AP_ACCOUNTING_ENTRIES
Reports back the detail of
accounting for each
voucher/invoice in a date
range.
Business Unit
From Acctng Date
To Acctng Date
LC_AP_DISTRIBUTED_TO_GL AP Vouchers Distributed to
GL
Business Unit
From Acctng Date
Thru Acctng Date
LC_AP_PAYMENT_JOURNAL_DETAILS Detail of AP Payments Business Unit
From Date
To Date
LC_AP_VOUCHER_JOURNAL_DETAILS Detail of AP Journal By Date Business Unit
From Date
To Date
LC_PAYCYCLE_REGISTER Lists vouchers within a
specific Pay Cycle
Business Unit
Created From Date
Created to Date
Pay Cycle
LC_VENDOR_CHANGE_LOG Reports the changes to a
Vendor
Business Unit
From Date
LC_VENDOR_HISTORY
Vendor History Report Business Unit
From Date
To Date
Vendor
LC_VOUCHERS_CANCELLED
Vouchers Cancelled by
Business Unit
Business Unit
LC_VOUCHER_DETAILS
Reports Voucher Detail Business Unit
From Date
To Date
LC_VOUCHERS_NOT_PAID Reports on vouchers
(invoices) that have not yet
been paid.
Business Unit
LC_VOUCHERS_W_PYMNT_INFO Lists vouchers with their
payment detail.
Business Unit
Date range
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8.3 Screen Views and Other Data Research Tools
8.3.1 Compare Across Ledgers
Compare Across
Ledgers
View budget, actual and variance
for each account for each month
of a given fiscal year.
Run by Fiscal Year with selected range
of periods. Output is easily loaded
into Excel®. Report can be run for a
variety of accounts, or a single
account. Settings can also include one
project or all.
Compare Across Ledgers:
The 1st time in, you will need to “Add a New Value” as suggested below:
Fill in the screen below. Important Items are highlighted in Yellow.
HINT: If you are going to select all projects (the whole council) set your “Max Rows” to a large
number.
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Then fill in the detailed selection screen as below:
HINT: The 1st
time, uncheck the “Sum By” box on “Account” then click on the box labeled “Sum
By” IN THE ORDER OF THE CHARTFIELD STRING (Fund, Account, Project, and Class). This will put
your output in the normal order. Clicking on the column label “Order By” two times will order the
chart fields at the bottom of the list. Do not check any other chartfields.
Now click on the “Look Up” magnifying glass and select the “Chartfield Value Set” of the “Account”
row as shown below.
OPTION: You may want to be specific as to “Fund” and “Project”. If so, click the box labeled “Value
Required” and then enter the desired value in the “Chartfield Value” column. In the example below,
we have limited out data to Fund 1, and Project 311 (a camp).
1. Scroll Down and “Save”
2. Click on the “Search” Button – when the search is done, the message will prompt you to
scroll down for detail.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 87
When you get the detail screen – to see all periods, click on the small Icon as shown:
Make certain that you had enough rows allowed to capture all your data.
Then you can click on the Download Icon and get the data in Excel® for analysis.
Here is a shot of the result in Excel® with the right side not visible for space.
Note: The title was added in Excel® after download.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 88
8.3.2 Review Ledger
Review Ledger
View summary or detail
information of one account for
one or all projects.
Run by periods in a fiscal year.
Options for fund, accounts, project,
class filters to select information.
Navigate to the Ledger Review page. The first time in you will need to add an “Inquiry Name” such as you
see here.
Click on the “Add a New Value” tab.
Enter a valid name (No spaces)
Click on “Add”
There are various options on the following screen as to the selection of data.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 89
1. Enter your Business Unit, either Actuals or Budget ledger or the fiscal year.
2. Choose the range of periods to search. (NOTE: if you want YTD balances, you must start with period 1.
3. Select USD.
4. Enter values in Account, Fund Code, Class Field and Project as you need to filter the search.
5. You must “Sum By” on Account – Choose others if you want to see different totals.
6. Click on “Save” to hold these settings.
7. Click on “Search” to display the data.
This will display the data page shown below where more options are available.
Fiscal Software User’s Guide, BSA
Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 90
1. Period - Indicates the period displayed – Here 0 indicates the beginning balance for the year.
2. Activity – Each of the “Activity” links allows drill-down to see the journals that made up the period total
change.
3. Detail – Each of the “Detail” links allows drill-down to more detail on that account – and then on to
journal level as well. NOTE: Try different views until you find what you need.
4. This is the change for the specific period.
5. This is the YTD balance including period 0 and all periods selected.
6. The “Inquiry Criteria” link returns the original search page.
7. This link displays the chartfields selected.
NOTE: In these details and summary tables, you may click on the download icon and move
the data into Excel® for study. You may need to click on the link “View All” to see and capture all
the lines of data.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 91
8.4 Using Scope with nVision Reports Scope allows the printing of nVision reports for specific project codes or for groups as defined
on the Council Project Tree. Output may be in a combined or individual report format.
Using Scope in Printing Certain Reports
Scope is a method of "filtering" the data that is fed into a report. It allows a single nVision Report to be
modified without using prompts in the report itself.
Four specific reports are designed to use Scope:
• Project Management Report - summary format.
• Detailed Project Management - detailed format.
• Budget Analysis – summary format.
• Budget Analysis – detailed format.
•
Scope allows these to then be filtered to specific projects in the following filter types:
• A single project (Runs one report per project)
• Projects in a list (Runs one report per project usually for temporary use)
• Projects in a group as defined by the Projects Tree Nodes
o Allows running one report for each project in the selected tree node
o Allows running one combined report for all the projects selected in the tree node
HINT: It is important that if Tree Nodes are to be used from the Project Tree, they
must be created prior to completing the Scope definition. If you subsequently
remove a tree node that is saved in a Scope Definition, you will need to change or
remove that Scope Definition.
See the Tree Management information in Section 6.6.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 92
8.4.1 Defining Scope for a Group of Projects from the Project Tree:
(May print combined or individual reports.)
This will likely be the most common usage of Scope. You can create Scope Definition that is named
it such a way that you know it is from Projects Tree Node such as "Camps-All" or "Day-Camps" or
“Harry Brown” for staff responsibility etc. Remember that Scope Definitions can easily be changed
or deleted at any time. Likewise the detail of the Project Tree can be modified and thus change the
values a Scope Definition will apply to reports.
Create the Scope Definition ID.
We will review here how to create a new Scope Definition using the Tree Nodes.
With this option you can print the reports for each individual Project Code or you may select to print
a combined report for all the Project Codes in the tree node(s) selected.
Navigate using the breadcrumb string on the right and add a new value. Here we use the name
“Camps-All” and will pick a tree node that includes all camping operations for the council.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 93
In this example, we use "Selected Tree Nodes" for a combined report.
Next we will indicate the tree name where our grouping of projects is located. This will always be LXXX
Projects (using your business unit) and should be available on the dropdown list.
Then you will select from a drop-down list the Selected Value to use in this report.
Fiscal Software User’s Guide, BSA
Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 94
8.4.2 Defining a Scope for Individual Reporting from Tree Nodes:
To create a Scope Definition for individual reports the create process is the same except for the
variations highlighted below. Here we will use the “Detail-Selected Parents” specification which will
then produce a single report for each of the projects found under the tree node.
Again, remember to save your work.
Fiscal Software User’s Guide, BSA
Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 95
8.4.3 Defining Scope for a Single Project or List of Projects: (Prints individual Reports only)
Follow the breadcrumb trail below and fill in the screen as in the sample. The name “Any-Project” could
indicate a single project, or a list. NOTE: If you desire, you can create a Scope Definition for single
projects that you use often such as "Camp-311" or "Camp-312" - (Ten characters allowed.)
Fill in the next screen as below using “Selected Detail Values” and “PROJECT_ID_VW” as shown.
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 96
8.5 Printing an nVision Report using Scope
Reminder: Scope is designed for the following reports:
• Project Management Report - summary format.
• Detailed Project Management - detailed format.
• Budget Analysis – summary format.
• Budget Analysis – detailed format.
To print a report using Scope, navigate to "Define Report Request" and select the report:
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 97
Once you click on the link "Scope and Delivery Templates", you will see the following screen:
There are two important fields here to manage:
• "Report Scope" - Use the drop-down list to select the desired Scope you have previously defined.
• “Content Description Template” should be changed from the default to %SFV% This will label the
report for easy identification in the “Report Manger”.
Run the report as normal.
NOTE: If you save the “Report Request ID” with this Scope definition, it will be there for the next time you
use that report request ID.
Finding Reports on the Report Manager
Combination reports will have the name of the tree node selected like this:
Single reports will have the Project ID number like this:
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 98
Send Reports by Email Option:
As with any nVision Report the report can be directly sent by email from PeopleSoft to employees or key
volunteers.
Then click on “Distribution”
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Finance Impact Department, Council Operations – Draft 4.2 - Sep 2012 Page 99
Then complete the following screen as needed.
Now you may run the report by clicking on the final OK to send it to the server. Multiple reports will
produce one e-mail for each report. They will be produced and distributed as an attached Excel® file.