Running gfu reports Budget vs Actual and Transaction Detail 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

Budget Managers: This is what it is now

These are your budget vs Actual reports 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 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. 2 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! 1 3 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. 3. I populated the fields as shown. The Fund Code is ALWAYS 10000. Our fiscal year starts on 7-1, and ends on 6-30. The Fiscal Year field will need the date that corresponds to 6-30. For example if the fiscal year is 7-1-15 to 6-30-16, the fiscal year to enter is 2016.

If you want to send this to more than just yourself, click on Distribution to add their name. 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 email, this is where you would set it up. First enter the Recurrence. Then choose email 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.

Notice the Process Instance. You now have a report running 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!

Tah Dah! These are the screens for the General Ledger Detail Report Let’s run this one. 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!

Report Manager; Administration. (This process is like any report.) 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. Click OK; Report Manager; Administration. (This process is like any report.) 1 2 3 Ta Da!

If you need to run reports for years prior to FY15, please view the Power Point presentation called: Running GL History Reports. If you need to run reports for Special Operations or Restricted Funds, please view the PowerPoint presentation called: Running Special Ops and Restricted Fund Reports.

This concludes the presentation This concludes the presentation. If you have any questions or comments, please let me know. Thank you! Melodee Powers 503-554-2175 mpowers@georgefox.edu