USING REPORTS IN ESCAPE

Training Overview Crosswalks from BusinessPlus to Escape Running Reports in Escape Report Favorites Emailing Reports Exporting from Escape Using Grids Customizing Reports Tracking Requisitions/Purchase Orders Vendor Payment Lookup Quick Starts

Numbers, Numbers, Numbers! Org Key Crosswalk BCOE website >> Menu >> Documents >> Fiscal Services Documents >> Escape Tech >> BCOE_Org_Key-Account_Crosswalk Cost Center Crosswalk BCOE website >> Menu >> Documents >> Fiscal Services Documents >> Escape Tech >> Cost_Center_Crosswalk

IFAS vs. Escape Report Equivalents IFAS Report Escape Report Cost Center by Fiscal Year for One Year (no org key details) Fiscal01 (object summary only) Super Cost Center by Project Year (no org key details) Cost Center by Fiscal Year for One Year (with org key details) Fiscal02 (object totals by account) Actual Transactions by Key and Object Fiscal03 (with journal details) Fiscal20 (without journal details) PB Employee by Record Type and Key CDH Summary Budget05 (sorted by account) Budget06 (sorted by employee) Alpha EMPPAY Summary POS02

Running Reports in Escape Report Sampler Selecting Criteria Records between selection Records beginning with Multiple records Any data Sorting Options Go Command Drilling Down Finding Your Reports Identifying Report Criteria

Date mnemonics BCM ECM BLM ELM BFY EFY ECQ ELQ TDY Beginning of current month End of current month Beginning of last month End of last month Beginning of fiscal year End of fiscal year End of current quarter End of last quarter Today

Setting up report favorites

SCHEDULE FROM REPORT FAVORITES* Emailing reports SEND From Document viewer SCHEDULE FROM REPORT FAVORITES* *This option not currently set up

Exporting Data Option 1: REPORTS Multiple sources WYSIWYG – almost exact replica of report Data only for spreadsheet analysis Launches Excel automatically

Exporting Data Option 2: LISTS Export what is loaded on the list Form must be closed Does not include totals Launches Excel automatically

Exporting Data Option 3: GRIDS Add/remove columns WYSIWYG – includes totals, subtotals, etc. Does not include detail records Launches Excel automatically Available on all lists

Data grids Grids allow for data flexibility and customization Sorting Columns Filtering Data Selecting Columns Freezing Columns Grouping Data by Columns Grids can be exported to Excel or viewed as a report Grids are snapshots of information when a report is ran

Customizing reports Applicable to the Comparative Account Summary by Object (Fiscal04) and Comparative Object Summary (Fiscal06) Reports Section 4 of the Report Request is for column customization Sample column lookups are available through drop downs Each column has 5 parameters separated by a semi-colon: Source or formula Project year Fiscal year First column header Second column header

Sample customization OB;;;Adopted;Budget A E Selection criteria REPORT OUTPUT OB;;;Adopted;Budget A E C2+C3;;;Projected;Expenses C1-C4;;;Available;Balance ;;;Manager;Comments 2017/18 Adopted Budget 2017/18 Actuals 2017/18 Encumbrance 2017/18 Projected Expenses 2017/18 Available Balance Manager Comments header with lines for each row

SAMPLE CUSTOMIZATION COMPARING FISCAL YEARS* Selection criteria REPORT COLUMN OUTPUT (Limited characters) 1. A;;2016;Actuals 1. 2015/16 Actuals 2. A;;2017;Actuals 2. 2016/17 Actuals 3. A;;2018 YTD;Actuals 3. 2017/18 YTD Actuals 4. E;;;Encumbrance 4. 2017/18 Encumbranc 5. C3+C4;;;Estimated;Actuals 5. 2017/18 Estimated Actuals 6. C5/3;;;3-YR;Average 6. 2017/18 3-YR Average * Note: Data prior to 2017/18 is not available in Escape

How to track requisitions and purchase orders Select Finance from Activity Tree Select Vendor Requisitions Add Selection Criteria Select Requisition or Purchase Order from the list Columns may be sorted or moved around for easier search Click on History tab to view all activities for that Requisition or Purchase Order

Vendor payment lookup Select Finance from Activity Tree Select Vendor Requisitions Add Selection Criteria Select Vendor or Purchase Order from list Click on Payments tab for all payments made to that vendor for that Purchase Order

Quick start shortcuts to purchase order balances QUICK SEARCH CRITERIA SEARCH OUTPUT VR FY 2018 Vendor requisitions for Fiscal Year 2018 VR ST OP Vendor requisitions in Open status VR ST SU Vendor requisitions in Submitted status VR VE _______ (fill in all or part of vendor name) Vendor requisitions for a specific vendor. Drop down will be available if more than one VR D _______ (fill in department number or name) Vendor requisitions for a specific department. VR S APPROVED Vendor requisitions in Approved status VR S SUBMITTED Vendor requisitions in Submitted Status By adding a semi-colon and question mark at the end of the quick search criteria, you will be allowed to enter additional search criteria

Escape Support Escape Online 5 Help in menu bar Tutorials in Online Resources Tools: How-to and Tutorial E-mail System Support at ss@bcoe.org

It’s not over yet… projects we’re still working on GOING LIVE ISN’T THE END OF IMPLEMENTATION PROJECT: STATUS: Inventory In process Employee Portal TBD – Escape brainstorming setup Electronic Timecards Security Permissions Email ss@bcoe.org for changes Scanning Accounts Receivable TBD E-mailing Reports

THE ROAD AHEAD Procedures Changes Comments