University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

How to Run Certification Report for All Business Units ................................................................ 1

Running All_PO Query in Report Manager .................................................................................. 2

Navigate to Define Report Request from the Buyer WorkCenter or through navigation. .......... 2

Creating Reoccurring Email for Output ...................................................................................... 10

How to Run Certification Report for All Business Units

The certification report provides the individual Encumbrance Balance for all Business Units. This report cannot be run for an individual business unit. Encumbrance balance is the total dollar amount available to a business unit to procure goods and services in a specific fiscal year. This amount is reported to DOA at the close of the PO Rollover Process after the Controller from each campus signs off on the final amount. Once the certification is signed by the controller, purchasing and vouchering activities can resume.

Process Frequency This process can be run as needed, but is most often run at Fiscal Year-End.

Dependencies Completion of PO Rollover

Assumptions NA

Responsible Parties UWSA Staff

Alternate Scenarios N/A

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

Running All_PO Query in Report Manager

Navigate to Define Report Request from the Buyer WorkCenter or through navigation. Navigator: Reporting Tools > PS/nVision > Define Report Request

1) The Report Request Page will be displayed

2) Enter the Business Unit – UWSYS

3) Enter Report ID – ALL

4) Click

5) Click link for Report ID

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

6) The Report Page will be displayed

7) Use drop down on Type to select Web. This will take the reports to the Report Manager, which

is recommended. Selecting File will take your report to a file path.

8) Select Scope and Delivery Templates to delete or update the file path.

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

9) Update Directory Name Template field

a. If Type is Web, highlight and delete file path

b. If Type is File, validate or update file path

10) Click

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

11) You will be brought back to the Request Page.

12) Make sure the date is correct. It should be the first day of new fiscal year. The below screen

shot represents the first day of fiscal year 2018.

13) Verify all the appropriate updates have been made.

14) Click

15) Click

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

16) Click

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

17) Go to Process Monitor to check status of report. Once it runs to Success Posted, the reports are

completed. Click “Go back to Report Request.”

18) Click the Report Manager link from Request Page

19) Once in the Report Manger, Click the Administration tab.

20) The reports for each Business Unit will be listed.

21) Click the link on each report to view an excel version of the report.

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

22) Once a link is clicked, the below page will appear. Notice the Business Unit. If it is not one you

need, ignore it. Otherwise click OK. The below report is for UWSTO.

23) Click “Open” to view an excel version of the certification report. The file name will include the

Business Unit. Save and date the report.

24) The report will probably be run a few times before it it final

25) If the rollover process is complete and the version of the certification report is final, email it the

Business Unit Controller. Include the POADJBAL report in the email.

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

26) Below is a sample email.

27) Once the signed PDF copy of the certification report is received, the campus can resume

purchasing and vouchering activities.

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

Creating Reoccurring Email for Output Reoccurring emails can be set up for this query. This update is made from the Process Scheduler

Request Page. This page appears after you select Run from the Report Request page.

Unfortunately, you cannot run this report for one institution. The scope runs it for all business units each

time. It is recommend you run this report inside of SFS (Report Manager). You can schedule it to run

daily or a few times a day during the rollover process.

1) Click OK after selecting Email.

2) Click Distribution to set up schedule

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

3) Click Distribution to set up schedule

4) Enter the following

a. Email Subject

b. Message Text

c. Email address. If entering multiple addresses, use a semi colon.

5) Click

6) The Process Scheduler Request page will appear.

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

7) Use the drop down to select the Recurrence drop down to select the schedule.

8) Click

9) You are done. The reports will run instantly, after the initial output. After the initial run, the

reports will appear per the selected schedule.

University of Wisconsin System SFS Business Process

PO.2.09 – How to Run Certification Report ALL_PO

Revision History

Author Version Date Description of Change

Denise Mcdonald 1.0 4/30/2018 Initial Draft