1. ENTERPRISE REPORTING FINANCIAL REPORTS Advanced Users Training

2. At the conclusion of class participants should: ●Have knowledge of Flexible Features ●Understand how to use financial reports in combination with agency chart of accounts to run management analysis reports ●Understand the different data elements in financial reports that help you answer questions such as “what do I have to spend?”, “what have I spent?”, and “what do I have left to spend?” ●Know how to schedule allotment and expenditure reports ●Know how to schedule estimated revenue versus actual reports ER Course Objectives 2

3. ER Hours of Operation –24/7 for Viewing Reports –Daily system update from 8 p.m. – Midnight - New reports cannot be generated Patches – Between 12:00 a.m. and 7:30 a.m. on the Last Monday of every month. Getting Support –8:00 a.m. to 5:00 p.m. Monday through Friday –360-407-9100 (Solutions Center) –SolutionsCenter@des.wa.gov ER Operation & Supports 3

4. Flexible reports provide the ability to create reports that have data sorted in a manner that is functional to you and your business requirements. What are “Flexible” reports? 4

5. Report Group - give you the ability to select the account codes that will be used to sort data in your report Subtotals – can be chosen for any level of groupings within the Report Groups – which group totals are computed and displayed Group Balances – The Include Balances option will provide the beginning and ending balances for each group for the time period selected Section (Standard) - provide additional groupings within a summary report that are static Section (Custom) – provide additional groupings within a summary report that are dynamic and allow you to decide what data you want displayed in the report Features available in the flexible reports include…. 5

6. Groups determines how data is sorted on a report Group 1 = first level of sort, Group 2 = second level of sort, Group 3 = third level of sort, and etc. Report Group 6

7. For transaction detail reports, detail line is displayed for lowest group Selection parameters are titled “Group #”. Pick list values for Group parameter are AFRS account code elements (e.g., Account, Program, Project, etc.) Must follow Hierarchies when selecting account codes. Reports with flexible groups provide from four to eight group selections Report Groups Cont… 7

8. Assume we need an Expenditure Activity report that is sorted first by Account, then by Program Index (PI), Subobject, and Sub-subobject Use the following group selections: Report Group Example 8

9. Report Groups will display as shown below. Report Groups on a Report 9

10. After all the data for first Sub-subobject is displayed, report will list the next Sub-subobject and its detail lines, and so on. It will continue displaying data for the groups in the order selected. Report Groups on a Report 10

11. Group subtotals determine for which groups totals are computed and displayed Detail transaction reports: selection parameter is entitled “Period Activity Group #” Summary level reports: selection parameter “Subtotal Group #” Pick list values are “Yes” (display a group total) or “No” (do not display a group total) Group Subtotals 11

12. If we want to display totals for all 4 groups. Use the following group subtotal selections: Group Subtotals Example 12

13. Report Subtotals will look like this: Group Subtotals on a Report 13

14. Another example of Group Subtotals: Group Subtotals on a Report 14

15. Group balances are the beginning and ending balances for each group level. On detail transaction reports, selection parameter is entitled “Include Balances” Pick list values are “Yes” or “No” Selection is global; it applied to balances for all groups Group Balances 15

16. Using previous example, assume we select “Include Balances” = Yes. Group Balances Example 16

17. Example of Group Balances Group Balances on a Report 17

18. Schedule an Expenditure Activity Flexible, selecting 1 account. Use the following flexible features: Group 1 = Account Group 2 = Program Index Group 3 = Subobject Group 4 = Sub-subobject Period Activity Group 1 – 4 Change to No Include Balances No Note the data displayed at lowest group level Note no subtotals Note no beginning & ending balances Exercise 1 18

19. Schedule an Expenditure Activity Flexible, selecting 1 account. Use the following flexible features: Group 1 = Account Group 2 = Program Index Group 3 = Subobject Group 4 = Sub-subobject Period Activity Group 1 – 4 Change to Yes Include Balances No Note the data displayed at lowest group level Note addition of subtotals Note no beginning & ending balances Exercise 2 19

20. Schedule an Expenditure Activity Flexible, selecting 1 account. Use the following flexible features: Group 1 = Account Group 2 = Program Index Group 3 = Subobject Group 4 = Sub-subobject Period Activity Group 1 – 4 Yes Include Balances Change to Yes Note the data displayed at lowest group level Note subtotals Note addition of beginning & ending balances Exercise 3 20

21. Each section is a separate sub-grouping of Report Groups Each section is independent of the other sections All sections should have the same total At least one section must be selected With flexible sections, you get to choose how the data is displayed on a report Think of a section as a ‘mini-report’ for the Report Groups Flexible Sections 21

22. There are two types of sections: Standard and Custom –Standard sections provided pre-selected groupings: Account/Expenditure Authority Expenditure Authority Type Organization Project Object Revenue Source –Custom sections allow users to select their own combination of account codes. Flexible Sections 22

23. Standard Sections Standard Section Example 23

24. Custom sections Custom Section Example 24

25. We need an Allotment Expenditure/Revenue Status report at the Subprogram level. We need to see funding data and Object & Subobject data for each Subprogram. Use the following Report Group selections: –Group 1 = Program –Group 2 = Subprogram Use the following Section selections: –Funding data = Account/Expenditure Authority –Object data = Object/Subobject Flexible Sections on a Report 25

26. Must select groups for all chart of account codes above lowest account code group selected –E.g., If grouping by Activity, must select the following: Group 1 = Program Group 2 = Subprogram Group 3 = Activity Applies to the following Chart of Account hierarchies: –Program (Program, Subprogram, Activity, Subactivity, Task) –Organization (Division, Branch, Section, Unit) –Project (Project, Subproject, Project Phase) –Object (Object, Subobject, Sub-subobject –Revenue Source (Major Source, Source, Subsource) AFRS account code hierarchies 26

27. Schedule an Allotment Expenditure/Revenue Status Flexible, selecting 1 account, through current fiscal month.  Group 1 = Program  Group 2 = Subprogram  Select “Account/Expenditure Authority” in Account/Expenditure Authority Section Exercise 4 27

28. Reschedule an Allotment Expenditure/Revenue Status Flexible from exercise 4  Group 1 = Program  Group 2 = Subprogram  Select “Account/Expenditure Authority” in Account/Expenditure Authority Section  Select “object” in Object Structure Section Exercise 5 28

29. Reschedule an Allotment Expenditure/Revenue Status Flexible from exercise 5.  Group 1 = Program  Group 2 = Subprogram  Select “Account/Expenditure Authority” in Account/Expenditure Authority Section  Select “object” in Object Structure Section  Select “yes” in Staff Section Exercise 6 29

30. What do I have to spend? What have I spent? What do I have left to spend? Questions about spending 30

31. Right click on Allotment Expenditure / Revenue Status Flexible report and select History. Questions about spending 31

32. Double click on one of the reports we ran in exercises 4 through 6. Allotment Expenditure / Revenue Status Flexible 32

33. Allotments are spending plan for your agency. What do I have to spend? 33

34. Actuals (Act) are the Expenditures, Accruals, and Encumbrances input into AFRS. What have I spent? 34

35. The Variance (Var) is the difference between your Allotment and Actuals. What do I have left to spend? 35

36. Open the Allotment Expenditure Flexible folder. Schedule a Allotment Expenditure Analysis FYTD/BTD Flexible report using the following parameters: –Account – Select One –Dollars/Staff Content – Dollars –Report Group 1 – Account –Report Group 2 – Program –Report Group 3 – Subobject –Subtotal Group 1 – No –Subtotal Group 2 – Yes –Subtotal Group 1 – No Exercise 7 36

37. Note on the Allotment Expenditure Analysis FYTD/BTD Flexible the report groups define the columns displayed in the report. Exercise 7 37

38. Thank you 38