BRIO 101: Understanding Department Statements Presented by April Dunham-Filson Welcome Set the stage

Agenda Introduction Running a Department Statement Reading a Department Statement Running a Payroll Report Reading a Payroll Report Questions Go over agenda -Once go over Upcoming Attractions, if you don’t run Payroll reports you are free to leave.

FROM THE HOME PAGE, USE THE A-Z DIRECTORY ON THE BOTTOM AND SELECT THE ‘B’

SELECT BRIO REPORTS FROM THE LIST

NEW USER HANDOUT NEW USERS MUST INSTALL BRIO BEFORE YOU ARE ABLE TO RUN THE STATEMENTS

NEW USER HANDOUT NEW USERS MUST INSTALL BRIO BEFORE YOU ARE ABLE TO RUN THE STATEMENTS

IF YOU HAVE USED BRIO BEFORE OR YOU HAVE COMPLETED THE DOWNLOAD, YOU WILL BE TAKEN TO THE LOGIN SCREEN. USE YOUR DOMAIN LOGIN AS YOUR USER ID AND PASSWORD.

THE ROOT MENU IS WHERE ALL THE REPORTS ARE. THE FOLDER STRUCTURE IS MADE SO THAT IT SHOULD BE EASY TO FIND THE REPORT YOUR ARE LOOKING FOR. FOR TODAY WE WILL BE LOOKING AT THE FINANCE REPORTS.

UNDER THE FINANCE REPORT FOLDER THERE ARE ADDITIONAL FOLDERS DEPARTMENT STATEMENTS ARE FOUND IN THE STATEMENTS FOLDER

THE REPORTS WILL POPULATE IN THE CENTER SCREEN. IF YOU WANT ARCHIVED REPORTS FROM PRIOR YEARS, USE THE ARCHIVED STATEMENTS FOLDER

Creating your statement Click on the Process button highlighted above WHEN YOU ENTER INTO A REPORT, THE SCREENS WILL LOOK THE SAME. TO RUN THE REPORT, SELECT THE PROCESS BUTTON. YOU DO NOT NEED TO USE THE DROP DOWN ARROW, JUST CLICK PROCESS

Running your Department Statement Enter the Fiscal Year or highlight Click OK Enter the Fiscal Period or highlight A SERIES OF PROMPTS WILL THEN COME UP, ENTER THE INFORMATION AND CLICK OK TO BYPASS THE PROMPT, SELECT IGNORE

Department Statement (cont) Enter your department ID Enter numerous Dept ID’s by separating with a comma and no space If it isn’t something you want to limit on, click Ignore Click OK Enter an Account Code

Department Statement (cont) Enter a Fund Code Brio is case sensitive If it isn’t something you want to limit on, click Ignore Click OK Enter a Program Code

Department Statement (cont) Enter a Class Code If it isn’t something you want to limit on, click Ignore Click OK -Class codes are only used if you have requested a class code to be set up in PS -Always ignore otherwise

The Results

Different types of Statements YTD Statement-Detail = Detailed breakdown based on your limits to create a statement YTD Statement-Summary = Summary report by account codes YTD Mgmt Summary = Summary report of the detail YTD Statement-Summary by Dept/Fund/Prog = One page per Pass out Examples Go over how to read

How to read your Statement Header Breakdown of Detail Date = System transaction date Description = Vendor Name or type of transaction Doc Code = Relates to the Source and what code the system generates in the system Doc Ref = A reference field based on the type of transaction, for example invoice number, procard cardholder name, or work order number Enc Number = PO number Turn to page 5 of the first sample

Source = Type of transaction this is This code will tell you who to contact within Financial Services Current Budget = Only used when given a budget, usually will only be one overall entry <Rev>/Exp = Revenue or expense that is adding or deducting from your account. Actual charges to your accounts. Signs are opposite than normal in this column Encumbrance = The amount of the PO and any adjustments to that PO Bal Available = The amount available in that chartfield What is most important is the overall balance available and whether or not you are deficit

Creating your Payroll Report Click on the Process button highlighted above RUNNING PAYROLL REPORTS ARE THE SAME AS RUNNING STATEMENTS, SELECT PROCESS AND THEN ENTER YOUR PROMPTS

Running your Payroll Report Enter your Username Click OK Enter your PIN FOR PAYROLL REPORTS YOU ARE ASKED FOR AN ADDITIONAL PIN NUMBER. THIS IS FOR SECURITY

Payroll Report (cont) Enter DeptID If it isn’t something you want to limit on, click Ignore Click OK Enter the Fund

Payroll Report (cont) Enter an individuals name If it isn’t something you want to limit on, click Ignore Click OK Enter the Fiscal Year or highlight a year that is there Option to enter a name of the employee

The Results

Different types of Reports 2 Reports broken down by Dept Id or Prgm Pivots Give a different way to view the results Export to Excel

How to read your report Overall report (very basic) Dept ID Fund Account Code Employee Empl ID Program Porject Amount Pass out handout

Questions