Financial Systems Training GL Standard Detail Reports

Accessing BAIRS When accessing the BAIRS link you typically will have two pop-ups: This is the link that you want to click if you receive it. Enter in your credentials and password to access the system The second pop-up is in case you have a pop-up blocker enabled. This allows for more manual access to the system. It is recommended that you always allow pop-ups for the BAI website. 1 2 When accessing BAIRS, you typically will receive two pop-ups. The pop up denoted as ‘1’ is the link that you want to click if you receive it. If received, enter in your credentials and password to access the system. This will be the same password and logon you use to access your desktop. The pop up denoted as ‘2’ is in case you have a pop-up blocker enabled. This allows for more manual access to the system, but still ends up taking you to the same place after several clicks. It is recommended that you right click on the pop-up notification located under your address bar and select the option to “always allow pop-ups” for the BAI website.

BAIRS Home Screen This is the BAIRS home screen where you can access the various financial reports available to you.

Detailed Reports Upon changing your report settings, you will return to the main menu. Click on the financial reports section to get a drop down menu of the reporting formats available to you. For our first example, we want to choose the GL Detail folder.

GL Standard Detail In the GL Detail folder, you will see a variety of reports that you will be able to view. The example we will use will be the GL_Detail_Standard report.

Running a GL Detail Report 2 1 3 After selecting the report, you will be presented with a screen that wants you to identify the year, month, fund and department IDs that you want to pull data for. The steps to accomplish this is to first select your fiscal year and month(s). The second is to select your funds (which we always recommend to ignore). The third is the department ID which you can either choose to look at a singular department ID or a range, which would capture all of the Dept IDs within a particular Org node. Steps: Select Fiscal Year and Month(s) Select Fund Select Department IDs

Recommended Selection Criteria For this example, we will walk you through the steps needed to fulfill the SAS 115 obligation for the transaction verification component. The first step will be to choose the current fiscal year (which is the default) and the month you are wanting to verify. Next you will want to click the box that allows you to ignore the fund. The reason why we ignore the fund is to see all the possible charges that may have hit your ledgers. This is particularly helpful in identifying errors. Lastly, you will want to select the “range” option under the Dept IDs in order to pull the information for an entire Org, versus a singular Dept ID like raw food. This will enable you to verify all the transactions that took place within a given month. After these selections have been made, click the “Run Report” button. Steps: Select current Fiscal Year and Month Ignore the Fund Select Range and enter your Department IDs Click “Run Report”

Standard Detail Report Format The results that you first see from running the reports is the default GL Detail reporting format. This is the format that you most likely used in the past to verify transactions for your SAS 115. I personally find these reports to be long and not exactly clear in terms of the data they are trying to convey. This is why we need to narrow down our focus in order to see data easier. We will accomplish this through the use of pivots. Pivot Tables are interactive tables that allow the user to group and summarize large amounts of data in a concise, tabular format for easier reporting and analysis.