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

2. 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.

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

4. SELECT BRIO REPORTS FROM THE LIST

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

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

7. 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.

8. 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.

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

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

11. 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

12. 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

13. 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

14. 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

15. 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

16. The Results

17. 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

18. 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

19. 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

20. 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

21. 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

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

23. 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

24. The Results

25. 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

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

27. Questions