1. nVision Reporting Rohin Whitford Finance Business Solutions – User Support & Training Finance Systems Training

2. Slide #Topic 3AgendaAgenda 4Our systemsOur systems 5NS Financials overviewNS Financials overview 6What is nVisionWhat is nVision 9-14Layouts & ScopesLayouts & Scopes 15-19Recommended reportsRecommended reports 20-23Drill down optionsDrill down options 26-31Scheduling reports in NS FinancialsScheduling reports in NS Financials 34Further support & guidanceFurther support & guidance Slide Directory

3. Agenda NS Financials Overview What is nVision Citrix Login Layouts and Scopes List of Recommended Reports Drill Down Options Saving & Printing Reports Scheduling Reports within NS Financials Help and Support

4. FIMS (Calumo) NS Financials Management Reporting Student Administration HRMS / Payroll General Ledger updates overnight Finance Portal n/Vision Our Systems

5. General Ledger Asset Management * Asset Management * Accounts Payable Accounts Payable eProcurement Accounts Receivable * Accounts Receivable * Purchasing Billing Budgeting Software (monthly interface from PeopleSoft Budgeting Software (monthly interface from PeopleSoft Procurement Card Procurement Card Expenses Expenditure Pre-encumbrance Revenue Debtors * No Commitment Control NS Financials Overview

6. PS/nVision retrieves information from the NSF database and places it into a Microsoft Excel spreadsheet, in a form that helps you see the big picture, explore details, and make decisions. You use familiar Excel commands to format and analyse the data. With PS/nVision, you spend your time analysing results rather than summarising data and entering it into a spreadsheet. What is nVision?

7. PS/nVision Login http://www.fin.unsw.edu.au/

8. Citrix Login

9. Layouts and Scopes

10.  Layout (or Instance) To specify the data you want to bring into Excel, you use a report layout. A report layout is an Excel spreadsheet used as a template to define how a report looks and the type of information that goes into the spreadsheet’s different cells. A layout does not contain data from the database. Rather, it specifies what data should be mapped directly into your report. Once a library of report layouts has been created, select an existing layout that best suits your needs. At UNSW Layouts are preset – you cannot create your own.  Scope A report scope allows you to create multiple instances of a report using a single report layout and report request. Using a scope, each report instance contains data specific to an individual field value, such as a business unit, department, account or project, or to a group of values, such as a tree node that summarises all sales departments. In this way, each report instance can share the same layout, while containing data unique to these field values. You might run three instances of an expense report that share the same layout but contain the details of one division each.

11. Report

12. Scopes Scope is usually a project id or department

13. Search Scopes

14. Scopes

15. List of nVision Reports /  F1 Standard Financial Statement (P&L)  F3 Financial Statement by Fund Group  F4 Trial Balance  P1 Standard Project P&L  Res_StatResearch Statement  GLFSGeneral Ledger Financial Statement  PrjStatSProjects Summary Report  PCSUMLTDProject Summary- Life to Date  F5 Full Year Financials Statement with Commitments  D2 Summary Financial Statement by Department  PrjStatDProject Detailed Report

16. F1 Financial Statement How much I have spent this year against my budget? What I have spent on? Centre School Faculty

17. F1 Financial Statement

18. Trial Balance How much I have spent on individual accounts? What are the transactions? Centre School Faculty

19. Trial Balance

20. Drill Down Options Actual Journal LinesAccrual Journal LinesAP Vouchers excl Procurement Cards Procurement Card TransactionsHRIS Payroll Purchase Order DetailsBilling Line Details

21. Actual Journal Lines /... for Totals

23. Source – To identify the information (the following in red provide further drilldown options): AM – Asset Management (Asset Management) AP – Accounts Payable (AP Vouchers excl Procurement Cards or Procurement Card Transactions) AR – Accounts Recievable (Billing Line Details) BI – Billing Information (Billing Line Details) PO – Purchase Orders (Purchase Order Details) ZPA – Accrual Journal Lines (Accrual Journal Lines) ZPC –Payroll Encumbrance (HRIS Payroll Encumbrance) ZPY – Payroll Salary (HRIS Payroll Salary) The following are some of the common Source Codes that does not provide further drilldown options ALO – Allocation process EOM – End of Month Journal (It can be either Actuals or Accruals) GST – GST Adjustments INT – Interest Distribution (System generated) OLE – Online Encumbrance (Commit.) Entry Journal ONL –Online Journal Entry PRT – Payroll Tax (System generated) SSJ – Spreadsheet Journal Source

24. Exercise  F1_Std Financial Statement COFA Entertainment - Actual Journal Lines AP excl Procurement Card Procurement Card Sundry Other Revenue - YTD Account by Period Billing Line Details

25. Exercise  PrjStatS COFA PS19432 - Revenue Billing Line Details Non People Costs Total Commitment  PrjStatD PS19433

26. Scheduling Reports

27. Reporting Console First time users will need to select Preferences. Ensure that the tick box labelled Enabled under the heading Process Request Notification is ticked.

28. Adding Reports to the Reporting Console Ensure the Process Bookmarks radio button is selected as well as the type of process you are scheduling (in this case nVision Report) Select the report you want to schedule.

29. Running a report from the Reporting Console 1.Select the date you’d like the report to run to 2.Choose email as the Type 3.Choose Excel as the format for the report 4.Select the scope for your report

30. 1.Choose a Scope 2.Enter the File Template (if unsure copy) 3.Enter the Directory Name (if unsure copy) 4.Enter your email address. Running a report from the Reporting Console

31. Choose the date & time you want the report to run – run larger reports overnight so that it reduces the load on the systems during business hours

32. Important things to Remember Saving Reports The report can be saved to client drive Save any drill you also require – you cannot drill down on summary totals in your saved report files.

33. Important things to Remember Information provided is up to the close of business of the previous day and may include some journals posted to the current day. Beware when running LTD (Life To Date) reports in NS Financials – run them in Citrix instead. Reports may also be scheduled (preferably overnight) in NS Financials via the Reporting Console and delivered by email

34. Support & Guidance Finance Website – Reporting https://www.fin.unsw.edu.au/Reporting/Reporting.html UNSW Finance Reporting Guide https://www.fin.unsw.edu.au/files/Training/nVisionReports/Reporting_User_Guid e.pdf Faculty Finance Managers & Management Accountants https://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#8 Online Training Tool http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html Quick Reference Guides http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html

35. User Support & Training Questions? Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html Training Enquiries Rohin Whitford, Finance Trainer Ext. 53550, Email fti@unsw.edu.aufti@unsw.edu.au