RUNNING GFU REPORTS Let’s Get Started!

VP’s: This is what it was

VP’s: This is what it is now

THESE ARE YOUR TRANSACTION DETAIL REPORTS THESE ARE YOUR BUDGET VS ACTUAL REPORTS

Budget Directors: This is what it was

Budget Directors: This is what it is now

THESE ARE YOUR TRANSACTION DETAIL REPORTS THESE ARE YOUR BUDGET VS ACTUAL REPORTS

Budget Managers: This is what it was

This is what it is now Budget Managers:

THESE ARE YOUR TRANSACTION DETAIL REPORTS THESE ARE YOUR GL HISTORY REPORTS THESE ARE YOUR BUDGET VS ACTUAL REPORTS Let’s run this one first.

Enter your Run control ID; or Add a New Value. This can be anything you want. If you have a lot of Programs, you might want to set up a new Run Control ID for each Program. This is an alpha-numeric field. Remember: Once you create a Run Control ID, it is created permanently. I need to create a Run Control ID. For this purpose, I am creating one called Manager. Click Add.

This replaces the Budget Summary Report. 1. You will need to populate the fields to run this report. If you created a specific Run Control ID to go with a certain Department and Program, you will want to Save this screen before you click “Run”. Then the next time you choose this Run Control ID, it will already be populated with information. 2. Enter your Department ID. Notice in the example to the left how choices appear as you type. If you enter a Department number that doesn’t pop up, it is probably incorrect. 2a. You can also click on the Magnifying Glass if you need more help. Be forewarned: It will list EVERY department that we have ever had! 3. I populated the fields as shown. The Fund Code is ALWAYS Our fiscal year starts on 7-1, and ends on The Fiscal Year field will need the date that corresponds to For example if the fiscal year is to , the fiscal year to enter is NOTE: If you want a report for more than one Program, you can use the % sign. This is a wild card. For example, if I wanted a report for all of the UG16X’s, I would enter: UG16%. If you wanted more than one Operating Unit, put a % in that box

WHEN YOU CLICK “RUN” ON THE PREVIOUS SCREEN, IT BRINGS YOU TO THIS SCREEN. IF YOU WANT TO SCHEDULE A REPORT TO RUN AND HAVE IT SENT TO YOU AS AN , THIS IS WHERE YOU WOULD SET IT UP. FIRST ENTER THE RECURRENCE. THEN CHOOSE FOR THE TYPE, AND PDF OR XLS. I ALWAYS RUN REPORTS IN REAL TIME, SO I LEAVE THE DEFAULT SETTINGS OF WEB AND PDF. CLICK OK. If you want to send this to more than just yourself, click on Distribution to add their name.

Notice the Process Instance. You now have a report running. Click on Report Manager. Click on the Administration Tab. Click the Refresh button every few seconds, (this is a opportunity to pray) until the Status changes to posted, and the Description has turned “blue” and is underlined. Click on the Description. In this example, the report will open in PDF, since I selected to run it now. If your pop-up blocker is turned on in your browser, you will need to turn it off. You now have a Budget vs Actual report!

These are the screens for the General Ledger Detail Report Notice that it populated the information that I had saved with the Run Control ID: Manager. On this report you will need to enter Beginning and Ending Dates. The dates should not span fiscal years. It is best to use the first day of a month for the Begin Date, and enter the last day of a month for the End Date. You also have an account number field on this report. You can use the % in this field too. For example, if you wanted all of the account numbers that begin with 52XXX, you can enter 52%. Please note that if you choose July 1, 2015 as the Begin Date, you will need to enter a 1 for the Beg Period. As in the previous example, you will need to: Click Run, OK, go to Report Manager, Click Refresh, click on Report Description. Tah Dah! Let’s run this one.

If you have Restricted or Special Operations Funds, you may need to run a Fund Summary Report. This would be for any Fund THAT IS NOT To the left is an example of what you would need to enter for a Restricted Gift Fund. Generally, a gift fund will start with a 3. The Department ID is The Program Code is RG100. The Operating Unit is OTH. ALWAYS. To the right is an example of what you would need to enter for a Special Operations Fund, which will ALWAYS start with a 1. The Department ID is The Program Code is SP100. The Operating Unit is OTH. ALWAYS. See the next 2 pages for Report examples.

This is an example of a Special Operations Fund Report. It shows the beginning Fund balance, plus any Revenues, less Expenses. A positive number (no brackets around it) means you still have money to spend. That’s a good thing!

This is an example of a Temporary Restricted Gift Fund Report. It doesn’t show a beginning Fund balance, (because it was a new fund this year), plus any Revenues, less Expenses. A negative number (brackets around it) means you have spent too much money. That’s a Bad thing! Yay! Oh No!!

If you need to run a report prior to Fiscal Year 2015, use GL History Reports. If you know the old accounting string, Great! But if you don’t, you can use the Chart of Account Lookup. You can find this handy tool on your homepage of mygfu. If you have never used this before, go to the next slide.

This is what the tool looks like. Just fill in the values that you use now, choose Show me Old Values, and Submit. There is an example on the next slide.

I will use an Engineering Department and Program for an example, as they changed. Enter as many fields as you can. This will even work for most restricted funds. Notice that blanks are OK. Choose Show me Old Values; enter what you know; click submit. See next slide for what was returned. Let’s take the first row of data and enter it into the report fields.

Click Run; Click OK; go to Report Manager; Administration Tab. (This is the same process as any other report.) And here is your report!

1. Here is the Open PO / REQ Report Screen. Please note that I left no blank fields. You must enter the % sign. Enter the Begin and End Dates. Click Run. 2.Click OK; 3.Report Manager; Administration. (This process is like any report.) Ta Da!

THIS CONCLUDES THE PRESENTATION. IF YOU HAVE ANY QUESTIONS OR COMMENTS, PLEASE LET ME KNOW. THANK YOU! MELODEE POWERS