Finance C.P.R. Come Practice Reporting

Finance C.P.R.Come Practice Reporting

Expenditures listing

March 2006

Finance Data Ed: Expenditure_CPR-2006 2

Section 1: Review of Operating Ledger data

concepts


Operating Ledger Data – General information• Banner Finance data began in July 2003

• Each Banner FOAPAL segment is independent. This is by design. Do not attempt to validate FOAPAL combinations.

• There is not a guaranteed one-to-one relationship between former UFAS accounts and Banner CFOAPAL’s.

• Transaction date is the date used to post a financial document and its related transactions to the ledgers. Remember, a transaction date can be altered by a user at time of input. For example, future dating or back dating of transactions.


Operating Ledger Overview

Operating Ledger•Tracks budget, revenue, and expenses over a state fiscal year•Source of the University’s operating statement

Operating Ledger transaction detail objects•Permanent Original Budget•Permanent Budget Adjustments•Temporary Budget Adjustments•Revenue•Expense•Reservation•Encumbrance

USAGE NOTES: When looking at Budget detail amounts, some fund types post amounts to Expense accounts and Revenue accounts. If you don’t want to double count, choose a range of accounts to exclude.USAGE NOTES: I suggest a condition on Fiscal Year, Fiscal Period and some parts of the CFOAPAL

See Appendix

3 for additiona

l info


Operating Ledger Summary Summaries by CFOAPAL, Fiscal Year & Period (month) are found in the Ledger Summary data:

Operating Ledger•Permanent Original Budget Period Total•Permanent Budget Adjustment Period Total•Temporary Budget Adjustment Period Total•Revenue Period Total•Expense Period Total•Reservation Period Total•Encumbrance Period Total

USAGE NOTE: Recommend conditions on Fiscal Year, Fiscal Period and some parts of the CFOAPAL


Operating Ledger Summary YTD “Buckets”

•YTD Revenue•YTD Expense•YTD Encumbrance•YTD Reservation•BBA•Unencumbered BBA•Permanent Budget

This is equal to the Permanent Original Budget plus Permanent Budget Adjustments.

•Operating BudgetThis is equal to the Permanent Original Budget plus Permanent Budget Adjustments plus Temporary Budget Adjustments.

USAGE NOTES: You must condition on a Fiscal Year and a Fiscal Period when using these objects

USAGE NOTES: BBA, Unencumbered BBA, Permanent Budget, & Operating Budget amounts are only calculated for expense accounts (not revenue accounts)

Additional summaries by CFOAPAL, Fiscal Year & Period (month) in ledger summary data:


Two types of Fiscal Periods

Operating Ledger Detail Periods:

Posted Period--The two-digit State Fiscal Period Code to which this Operating Ledger detail transaction was posted

Budget Period-- A two-digit period indicating when a budget amount is available (as opposed to the period posted)

Example: used when future dating budget transactions


Consider your Conditions: State Fiscal Year & Fiscal Period

Operating Ledger State Fiscal Year:

2006: four-digit year(s)

Operating Ledger State Fiscal Periods:

00: “trail-in”, such as rollover balances from previous year

01-12: the twelve monthly periods - where 01= July and 12= June

14: a period open after period 12 closes (to regular activity) that will hold the final adjustments to a fiscal year.


Consider your Conditions: Time

For Operating Ledger detail transactions, remember:

Transaction date (ex: July 1 -31)

OL Detail Posted Period (ex: 01 – 12)

OL Detail Fiscal Year ( ex: 2005)


Consider your Conditions: CFOAPALCHART

FUND

ORGANIZATION

ACCOUNT

PROGRAM

ACTIVITY

LOCATION

What Campus? – Urbana, Chicago, Springfield, UA

What kind of $ - State, ICR, Grant, Gift, etc

Who am I? – the College of XYZ

What am I receiving or buying? – Office supplies, Travel, Cash (Designates whether this is a revenue, expense, asset, etc transaction)

What NACUBO function? What long term activity? (over 1 year)

What short term activity am I tracking? – example: ex-concert at the Assembly Hall

Where is this item physically located? – primarily for Fixed Assets


Consider your Conditions: CFOAPAL

Example conditions based on a business question.

When designating a ‘kind of money’, you will most likely need a condition on Fund or

Fund type

‘I’ is most likely defined with a Chart and an Organization

When you use the word ‘spend’, it generally means Expenses. You will most likely need a

condition on Account or Account type

When you use the phrase ‘last year’, it generally means a State Fiscal year. You will most likely need a condition on State

Fiscal Year. You may also want a condition on Posted/Fiscal Period.

When you describe what you spend money on, ‘salaries’, you will most likely need a

condition on Account or Program.

How much State $ did I spend last year on salaries?


Business Objects Sample Report:


EDW - Finance Ledgers OL GL universe

Where can I find a universe to list Budget, Revenue, Expense, Reservation and Encumbrance?

•Permanent Original Budget by CFOAP•Budget Adjustments by Fiscal year•Listings of Expenses by CFOAP•Journal Voucher transactions where my Organization was used?

Found in EDW Universe: Finance –

Ledgers OL GL


Finance Ledgers OL GL - Description

• This Universe contains the financial transactions (direct and indirect) after the application of the Banner rule codes and the Banner posting process.

• Individual transactions as well as summaries by period and fiscal year to-date can be found here.

• All transactions are by State Fiscal year and Fiscal period (month).


Finance Ledgers OL GL – Intended Uses

Intended use(s) of this Universe:

Listing of financial transactions by C-FOAPAL within Fiscal year and period (similar to University standard Finance reports)

Listing of expenses and their related C, F, O, A and P

Compute balances (Example: Revenue minus Expenses)

Build sums similar to the standard Finance reports


Finance Ledgers OL GL – Universe Limitations

This Universe is NOT designed to:

Combine Operating Ledger & General Ledger in the same query

Combine Operating Ledger detail and summary in the same query

Combine General Ledger detail and summary in the same query


Let’s Log In


Create a New Document


Starting Business Objects


Choosing a Business Objects universe


EDW – Finance Ledgers OL GL universe


EDW - Finance Ledgers OL GL Universe Example Query:

Business Question: I would like a listing of my detailed expense transactions by CFOAP with a transaction date in a single State Fiscal Year & Period

Helpful Hints:

Expenses can be found in the Operating Ledger or OL

Operating Ledger transactions can use all parts of the CFOAPAL

Original Document number will give you the Banner document that

originated the transaction


Finance Ledgers OL GL Universe Example

Results Objects (what you want to see) In what Object class or folder?

Financial Fund Code CFOAPAL/CFOAPAL Codes

Organization Code CFOAPAL/CFOAPAL Codes

Financial Account Code CFOAPAL/CFOAPAL Codes

Financial Program Code CFOAPAL/CFOAPAL Codes

Original Document Number Document Number

OL Detail Expense Amt Operating Ledger Detail

OL Detail Descriptive Text Operating Ledger Detail

OL Detail Transaction Date Operating Ledger Detail



Condition Objects (how you limit what you see)

Chart of Accounts Code Equal to: (1 digit Chart code)

Organization Code Equal to: (6 digit Org code)

OL Detail Posted Period Equal to: (2 digit State Fiscal Period)

OL Detail Fiscal Year Equal to: (4 digit State Fiscal Year)

OL Detail Expense Amount Different from: ‘0’

USAGE NOTE: Equal to implies only one value will be conditioned upon. If you want to condition upon 1 or more values, use ‘in list’ instead


Finance Ledgers OL GL Universe Results


For help with formatting, DS now offers a Business Objects Formatting Class

To sign up for the formatting class, go to http://www.ds.uillinois.edu/training/


Saving your Document in Business Objects


3 Options for Saving your document

Option 1: File > Save• This is the Business Objects default. This saves the document to

your hard drive. The location is under: My Documents > My Business Objects Documents > User Docs

Option 2: File > Save As• This allows you to choose the location to save the document.

This location could be on your hard drive, on a CD or USB drive or on a network share, for example. This is also the option used to save to a different file format – like an Excel .xls file.

Option 3: File > Send To > Personal Documents• This sends the document to be stored on the Decision Support

server. You can then retrieve the document from any location or computer.

• This option is very useful when you have created the document at a workstation that is not your own and you want to be able to retrieve it back at your desk or you create the document at your desk and want to be able to retrieve it in a lab setting.


Option 3: Send to Personal Documents

Select ‘File’Select ‘Send To’Select ‘Personal Documents’You will then be able to retrieve this document from any desk.


To send to Personal Documents

Give it a name and click on Save.


Retrieving your Document


To retrieve a Personal Document

Select ‘File’Select ‘Retrieve From’Select ‘Personal Documents’You will then be able to retrieve a saved document.


To Retrieve a Personal Document

Select the report you want then Click on “Open,”


Potential Additions or Variations to Your

Report


EDW - Finance Ledgers OL GL Universe Example: first Variation

Business Question: I would like a summarization of my Expense transactions within Account type by State Fiscal Period. (One Chart & one six digit Organization)

Difference? This is summarized Expenditures grouped by Level 2 Account type for each period/month within a particular fiscal year.


To Insert an additional Report in the same document

Step 1: On the Insert menu - Choose Report

Step 2: On the Insert menu - Choose Table

Step 3: Click in the report white space

Step 4: You will then be offered 4 options by Business Objects

•Use existing data from the document

•Build a new query on the universe currently in use

•Access new data in a different way

•Use an existing query to build a new one

Step 5: For our example, choose the second option – Build a new query on the universe currently in use


To Insert an additional Report in the same document


Finance Ledgers OL GL Universe variation



Financial Account Type Code CFOAPAL/CFOAPAL Hierarchies & People/Account/Financial Account Type

Financial Account Type Title CFOAPAL/CFOAPAL Hierarchies & People/Account/Financial Account Type

Expense Period Total Operating Ledger Summary

OL Summary Fiscal Period Operating Ledger Summary

USAGE NOTE: When you switch from OL Transaction Detail Objects to OL Summary objects, be sure to replace any date related objects like Fiscal Year

and Fiscal period.






OL Summary Fiscal Year Equal to: (4 digit State Fiscal Year)

OL Summary Fiscal Period Less than or equal to: (2 digit State Fiscal Period)




Use the slice & dice panel to go from Table format to Cross Tab format.

You can also apply sorts, breaks, and sums here!

A to Z sortSectio

n Break

Sum or Calculator

USAGE NOTE: Be sure you apply section breaks BEFORE you apply the sum/calculator. If you don’t, you may get strange format results.


EDW - Finance Ledgers OL GL Universe Example: second Variation

Business Question: I would like a summarization of my Expense transactions by CFOP for one six digit Organization Year to Date.

Difference? This is summarized YTD Expenditures for a particular fiscal year grouped by CFOP.





Organization Code CFOAPAL/CFOAPAL Codes

Program Code CFOAPAL/CFOAPAL Codes

YTD Expense Operating Ledger Summary






OL Summary Fiscal Period Equal to: (2 digit State Fiscal Period)

OL Summary Fiscal Year Equal to: (4 digit State Fiscal Year)



EDW - Finance Ledgers OL GL Universe Example: additional VariationsWant similar results but for:

Multiple six-digit organization codes?

•Change your condition operator from ‘Equal To’ to ‘In List’ and separate values with commas – NO Spaces

A 3-digit department code?

•Remove the Organization code object from your conditions and replace it with ‘Department Level 5 code’. (This object can be found under object class CFOAPAL> CFOAPAL Hierarchies and People > Organization)

A College?

•Remove the Organization code object from your conditions and replace it with ‘College Level 3 code’. (This object can be found under object class CFOAPAL> CFOAPAL Hierarchies and People > Organization)

USAGE NOTE: It is NOT necessary to condition on College & Department in the same query

USAGE NOTE: Change of a condition to a higher level of the Organization will retrieve a significantly larger group of data and will likely run longer to return results.


Query Clearing House Reports


What is QCH?

DS Query Clearinghouse• A place to share report templates

• Any EDW user can post Business Objects files for others to use as a starting point

• Share and work together!

• Query Clearinghouse link: https://www.ds.uillinois.edu/Reports/Authentication/Login.aspx?ReturnUrl=%2freports%2fQCH%2fQCHBrowser.aspx


Accessing Query Clearinghousehttp://www.ds.uillinois.edu/default.asp


Press on the “Login Using Bluestem”


Query Clearinghouse



Want to play with these sample

reports?

Want something similar for your

use?

Then go visit Query

ClearingHouse and get a sample report with which

to begin!

Appendix 1: DS Resources & Specific Contact Information


Resources for Data Warehouse Users

DS Monthly Practice Labs• Monthly, on each physical campus

• FAC from Student, Finance, and HR present to answer questions and provide hands on assistance in creation of custom reports

• View Practice Lab dates: http://www.ds.uillinois.edu/events.asp


Resources for Data Warehouse Users

DS Changing Lanes List-Serv• A moderated list-serv (electronic mailing list manager)

• A forum to assist with the University's transition to a new reporting environment, specifically about the use of the Enterprise Data Warehouse, associated Data Marts, and Business Objects.

• Past Topics:Query ClearinghouseCoordination of report creationDS User Practice Labs - monthly

• Subscribe at: www.ds.uillinois.edu/changing_lanes.asp


Resources for Data Warehouse UsersFor additional documentation and information about universes, objects, tables, loading of

EDW data, training, data models, and metadata search, please visit the DS website: http://www.ds.uillinois.edu/bussol/Default.aspx?page=Metadata


How to Contact DS• By filing an on-line Help Desk case http://

onlinesupport.uillinois.edu/ds.html. To complete the form: – Authenticate via Bluestem – Click "Start Here" on the left-hand margin – Select "New Case" – Be sure "Decision Support" is listed on Help Desk line (first line of New Case

entry form). If it does not, click "Change Help Desk" and select Decision Support from the list of options.

– Enter your contact information and the nature of your problem – Click "Create Case" to submit the case to Decision Support for response

• Create a Help Desk TicketPhone the AITS Help Desk:

• Chicago: (312) 996-4806• Urbana: (217) 333-3102• Springfield: (217) 333-3102

Email the AITS Help Desk: • [email protected] (one address for all 3 campuses to use)

If you have access to Clarify, Send a Clarify Ticket directly to the ‘Decision Support’ Queue—we’ll take it

from there; the appropriate person will respond.


Appendix 2: General Information


DS Resources and Contacts: General

• Want general info on reporting?– Check out Reporting Central at www.ds.uillinois.edu

• Want to keep up to date with info about the Data Warehouse and Decision Support?– Sign up for the Changing Lanes List-serv at

http://www.ds.uillinois.edu/changing_lanes.asp

• Want to know the status of issues and when the Warehouse data was last updated?– Visit the System Status page at http://www.ds.uillinois.edu/systemstatus.asp


DS Resources and Contacts: Standard Reports

• Want to know what standard reports are available?– Try the Standard Report Directory at www.ds.uillinois.edu

• How can I get access to standard reports?– Follow the instructions at http://www.ds.uillinois.edu/RepCentral/default.aspx?

page=RepAccess


DS Resources and Contacts: Custom Reports

• How can I get access to create my own reports using the Data Warehouse?

– Follow the instructions at http://www.ds.uillinois.edu/RepCentral/default.aspx?page=DevAccess

• How can I find out what training is available for using Business Objects?

– Browse the Training Calendar on the DS website at: http://www.ds.uillinois.edu/ViewClasses.asp

• Need help creating a report, or having a problem?– Drop in at regularly scheduled “practice labs” to get one-on-one help from the

experts in an open lab setting. See the Events page at http://www.ds.uillinois.edu/events.asp for times and locations.

– File a case with the AITS Help Desk (be sure to include “Decision Support” in the description so it gets routed to DS)

• Call: 312-996-4806 (UIC) or 217-333-3102 (UIS or UIUC) • E-mail: [email protected]


DS Resources and Contacts: Change Management

• Need to know what changes have been made to the Data Warehouse?

– Go the Change Management page and click on “Release Notes” https://www.ds.uillinois.edu/asptest/projects/metadata/release_management.asp

• What enhancements have been requested and what is their status?

– DS has a Change Management Advisory Committee (CMAC) that helps prioritize change requests, check out the CMAC page to find out more about changes in the queue and for lists of members: https://www.ds.uillinois.edu/asptest/projects/metadata/cmac.asp


DS Resources and Contacts: Collaboration

• Want to see if someone has created a query you could develop from, or share one you’ve created?– Browse and post queries in the QCH at www.ds.uillinois.edu

• Want to talk about collaborating with DS or about our planned projects or services?

– Call Aaron Walz at 217-265-6540 or e-mail [email protected]


Appendix 3: Handy Accounting Concepts


Accounting concepts in layman’s

terms

Assets: Things that we have or own that add value to the University. Some examples are:

•Cash

•Accounts Receivable ($ people owe us)

•Land & Buildings

Liabilities: Things that the University owes. Some examples are:

•Accounts Payable ($ we owe people)

•Loans

Fund Balance:

•Sum of all Revenue, Expense, Transfers, Fund Additions and Deductions

FORMULA: Assets = Liabilities + Fund balance

General Ledger Concepts



terms

•In Banner, the General Ledger works with Debits and Credits.

•Each type of account has a “Normal Balance indicator” to tell you whether you are adding to or subtracting from its value.

FORMULA: Assets = Liabilities + Fund balance

Asset

Debit

(more)

Credit

(less)

Fund BalanceLiability

Debit

(less)

Credit

(more)

Debit

(less)

Credit

(more)

General Ledger Concepts



terms

Income or Revenue: Money that the University receives or will receive. Some examples are:

•Tuition & Fees

•Sale of products or services

•Gifts

Expenses: Things that the University buys or pays for. Some examples are:

•Office Supplies

•Payroll

FORMULA: Income – Expenses = $0 (Profit or Loss)

Operating Ledger Concepts



terms

•In Banner, the Operating Ledger works with + and -.

•Each type of account has a “Normal Balance indicator” to tell you whether you are adding to or subtracting from its value.

FORMULA: Income – Expenses = $0 (Profit or Loss)

Income

-

Debit

(less)

+

Credit

(more)

Expense

+

Debit

(more)

-

Credit

(less)

In this case, a – means ‘less of’. Do not confuse less of with negative. They are not the same in the world of accounting.

Operating Ledger Concepts


Appendix 4: Handy Reference Materials


Original Document Number – What do those letters mean?

Standard Banner document codes have single prefixes:

• R Requisition • P Purchase/Change Order • I Invoice • J Journal Voucher • S State 1099 Invoice/Proposal • F Interface Document Number (often payroll documents)• T Origination Tag Num (Fixed Assets)• E Encumbrance Number• L Budget Line Item• P Permanent Tag number• Y Receiving• G Deferred Grant Calculations JV



The GL Feeders have two prefixes:

• PCARD PC PCard Transactions• DEFICENC IC Def IDC Encumbrance• 1BECKMAN BI UIUC Beckman Institute Billing• 1CBUDGET BU UIUC Central Budget• 1CHEM CH UIUC Chem Stores• 1CITESITCT UIUC CITES Information Technology• 1CSTORE1 GS "UIUC Central Stores, General"• 1ELECENG EE UIUC Electrical & Computer Eng• 1MECHENG ME UIUC Mechanical Engineering• 1OPSPHTO PH UIUC Printing Services- Photo Store• 1OPSQCC QC UIUC Printing Services- Quik Copy C• 1PCM1 CP UIUC PC&M Carpool• 1PCM2 PJ UIUC PC&M Champs• 1VMHOSP VM UIUC VetMed Hospital/Clinic• 1VMSTOR VH UIUC VetMed Hospital Storeroom



The GL Feeders have two prefixes:

• 2AUXACCT FS "UIC Aux Services, Accounting"• 2AUXCASH CA "UIC Aux Services, Cashiering"• 2AUXSERV PS "UIC Aux Services, Publications"• 2CBUDGET BC UIC Central Budget• 2HOSP1 HM UIC Medipac-Hospital;MileSquare• 2HOSP2 HP UIC Hospital-Payroll Reclass; Pay A• 2HOSP3 HA UIC Hospital-Payable Accruals• 2HOSPBUD BH UIC Hospital Budgets• 2HOSPMM MM UIC Hospital Materials Mgmt• 2MAIL MS UIC Mailing Center• 2MSP1 TV UIC Medical Service Plan (MSP)• 2MSP2 KV UIC Medical Service Plan (MSP)• 2MSP3 SQ UIC Medical Service Plan (MSP)• 2OFFSUPL OS "UIC Aux Services, Office Supply"• 2PHYSPL1 JP UIC Physical Plant• 2PHYSPL2 MP UIC Motor Pool• 2TELECOM TL UIC Telecom


Original Document Number – What do those letters mean?The GL Feeders have two prefixes:

• 4CAMSVCS CS UIS Campus Services• 4CBUDGET BS UIS Central Budget• 4UISTLCO ST UIS Telecom• 9ALASCD AC UI Grants Allocations• 9ALASIC AI UI Grants Assessments• 9CBUDGET BA UI Central Budget• 9NDOWBUD BE University Endowment• 9OBFSCCR CD UI OBFS CDRecon• 9OBFSCRD CC UI OBFS Cybercash• 9OBFSFEE CF UI OBFS Student Credit Card Conveni• 9OBFSINV ID UI OCMI Investment & Banking Activi• 9OBFSLN1 LU UIUC OBFS Student Loans ECSI• 9OBFSLN2 LC UIC OBFS Student Loans AFSA• 9OBFSLN4 LS UIS OBFS Student Loans ECSI• 9STCLRGS SC UI OBFS State Clearing• 9UIF FD UIF FFAS• 9UIFBUDBF UIF Budget

For a complete & up to date listing of document feeder codes, please visit the OBFS website: http://www.obfs.uillinois.edu/banner/index.htm

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Transcript of Finance C.P.R. Come Practice Reporting