Cognos

Reports -

Departmental

Budgets

University Budget Office

Budget.office@unt.edu

Agenda

Objective

The Basics

Cognos Reports Introduction - Demo

Reporting Tips

Resources

Questions

Appendix

Objective

Learn how to use Cognos reports

The Basics

There are 9 individual fields that make up a chartstring. A chartstring identifies the “bank account” making the purchase.

ChartfieldGL

Business Unit

Organization Department

Fund Category

Fund Function Program Purpose Site Project*

Field Length 5 6 3 6 3 4 5 4 7

Use Who? Who? How? How? Why? Why? Why? Where? Why?

WHOis spending the money?

HOWis the

transaction being

funded?

WHYis the

money being

spent?

WHEREis the

transaction occurring?

Chart String

Chart String

Chartstring

Who’s buying it?

• Chemistry(121200-105-800001-100)

• Retail Dining Services(163710-120-810030-700)

Account

What are you buying?

(Object of Expense)

• Salaries

• M&O

• Travel

Account

Accounts are used to identify what was purchased, or what type of revenue was received. (Chartstrings are used to identify the “bank account” making the purchase. )

C-Level will show total balance for all D-levels that roll up to that “C” category

Budgeting occurs at the D-Level for expenses.

AccountCognos reports FIN001 and FIN002 will show C-level and D-Level under Expense.

Beginning FY22 – budget

checking will be at the B-level

Revenue Balance

Formula: Actuals less Budget

Positive revenues increase your balance

Negative revenues reduce your balance

Expense Balance

Formula: Budget less Actuals less Encumbrances less

PreEncumbrances

Positive expenses reduce your balance

Negative expenses increase your balance

Revenue and Expense Balances

Account

Current Budget

Beginning Fiscal Year

Budget

Roll Forward (if applicable)

Transferred Funds (ABAs)

Actuals

Vouchers (invoices)

Paid salaries

PreEncumbrances

Requisitions

Vacant position salaries

Encumbrances

Purchase orders

Filled position salaries

Columns on Budget Overview and Transaction Details*

*FIN001, FIN002, & FIN003

Budget Report Columns

Cognos Reports

• Quick tips before getting started….

• Chartstrings that differ only in regard to the function will be summarized in a single budget summary. The balances by function will be detailed within that budget summary.

• 00000 Account Tree Root Node – Reflects the rollforward balance on non-budgetary department chartstrings(chartstrings with a Fund Cat of 202 or greater).

Accounts with different functions are repeated

by function.

Budgeting for revenues occurs at the 5-digit account level.

Budgeting for Expenses occurs at the D-Level. (This applies to budgetary chartstrings only. i.e.

Fund Cats 105, 120, & 200).

Quick Tips Cont.

• Accounting period is based on the fiscal year. Accounting period 1 is September (not January).

• The Transaction Detail Report automatically sorts by “Date.” The sort option can be changed.

• On the Transaction Detail Report, the “Date” column reflects the date the transaction was entered. The “Accounting Period” reflects the month to which the transaction posted.

Quick Tips Cont.

• 00000 Account Tree Root Node – Reflects the rollforward balance on non-budgetary department chartstrings (chartstrings with a Fund Cat of 202 or greater).

• For those reports with a Function filter option, using the function filter is not recommended. Using it will limit the number of transactions that are pulled.

Quick Tips Cont.

Demo

Getting Started

• Go to UNT System Employee Self Service and sign in

Getting Started

• Click on Employee Resources

Getting Started

• Click on Budget and Financial Reports

• This page allows you to navigate to various Budget and Finance Reports

Getting Started

• This page allows you to navigate to various Budget and Finance Reports

You may also access the Budget and Finance Reports by going directly to:

https://finance.untsystem.edu/reporting

Budget Report Search

• Enter the Dept and select ‘Search’

• Highlight the Dept Org and select ‘Insert’

Note: This action will return all chartstrings available within the

department(s) selected. You could also filter by clicking Next before Finish and include or

exclude specific chart fields as needed.

Close report by clicking the scroll down arrow Click X

Download as a PDF

Download as an Excel

Return to search page

Email a report

Set a specific report as

Home Page

Cognos Features

Budget Overview Report (FIN001)

D-Level accounts are used for an

ABA request

C-Level accounts

The hyperlink on the columns on Current Budget, Actuals, Encumbrance, Pre-Encumbrance will pull the transaction

detail report on the specific amounts.

The total balance hyperlink will pull a transaction detail report of ALL expenses on the chartstring

Budget Overview w/ GL Details Report (FIN002)

GL Account

Detail on Expense that Budget Overview (FIN001)

does not show

The Journal ID of the expense or revenue. See Resources for common

journal headers.

Report is sorted by

Journal Date

Shows the name if the vendor that affiliates

with the expense

The different account levels and categories that reflect

the Expense

Accounting period is based on Fiscal Year –Sept is period 1

Transaction Details Report (FIN003)

Transaction Details Report Features

Able to identify by vendor in the search page of transaction details →scroll

down → click Next → enter the vendor on the search field and click search

On the report you are able to sort the report by a specific category

On the report you can condense the report to view with out description detail

Resources

Report Options – Departmental

Type of reports: Use: Overview: Limitations:

Budget Overview (FIN001)

•View status of budget balance at a glance•Identify all active chart-strings

High level summary of revenues and expenses. A financial statement.

All activity (revenues & expense) on Non-Budgetary is aggregated.

Budget Overview with GL Details (FIN002)

•View Status of budget balance at a glance•Identify all active chart-strings•Find account numbers to use for an IDT

Granular summary of revenues and expenses. A financial statement.

Report does not include C-Level rollups

Transaction Details (FIN003)

•View individual transactions that make up your budget.•Search a specific transaction such as a journal, ABA, IDT, payroll exp., internal charge, revenue.

Listing of all transaction during a period of time.

None

Department Summary (FIN015)

•View Status of budget balance at a glance•View revenues and expenses in detail.•Identify all active chart-strings

High level summary of revenues and expenses. A financial statement.

None

Department Payroll Transaction Detail

• View payroll transactions by journal, employee, account, Org Dept and/or Division.

Granular summary of payroll related expenses.

The report cannot be run by a specific project. It can be run by department, exported to excel, and then filtered for project chartstrings.

Report only has the ability to show 1 job record - See Payroll Training

Helpful Documents

Budget Website > Resources > Documents

Budget Management Documents

o 1. Valid Fund Category & Fund Combinations

o 2. Requisition Category Codes

o 3. Closing Rules

o 4. 9.2 Budgetary Accounts

o 5. Common Terms

o 6. Common Journal Headers

Thank

You.