FinancialServices|February2016
CAMPUSFINANCIALREPORTING|InstructionManual 1
TableofContentsIntroduction 2
DataSources 2
ReportSecurity–VPs,BudgetOfficersandDepartmentHeads 3
ReportSecurity–Proxies 3
ReportSecurity–‘Access–MySecurity’Report 3
OptimalComputerSettings 4
LaunchingCognos10.2 4
NavigatingtotheCampusFinancialReports 5
SummaryReportChoices 6
RunningaSummaryReport 9
DetailReportChoices 16
RunningaDetailReport 18
ParameterPages 24
ReportOutputOptions 25
Printing 26
ExcelMacros 26
GettingFurtherAssistance 27
AppendixA:RenewingCognosCredentials 28
AppendixB:BannerDocumentNamingConventionListing 29
AppendixC:ConfiguringPop‐upBlockerforDownloads 30
AppendixD:SettingCognosOutputPreferences 33
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IntroductionFinancialServiceshasawealthoffinancialinformationthatisavailabletocampususerstoassistinmanagingbothoperatingandnon‐operatingfunds.Thisdocumentdiscusseshowtoaccessandusethatinformation.ThisdocumenthasbeencreatedtoguideusersthroughthemostcommonreportingoptionsavailableintheCampusFinancialReportingsetofreports.Foranyadditionalquestions,pleaserefertothe‘GettingFurtherAssistance’sectiononpage27.
DataSourcesAllreportsaresourcedfromtheFinancialEnterpriseDataWarehouseEDWFINPROD .Mostuserswillnotbeaskedtochooseadatasourcewhenrunningthereportscontainedinthismanual.Thedatawarehousedatabase,andcorrespondingreportdata,isrefreshedonthefollowingschedule:SundaythroughFriday:5am,10am,12pm,2pm,4pm,6pmSaturday:5am,12pm,2pm,4pm,6pmRefreshesonlyensurethatthedatainthedatawarehousedatabasematcheswhathasbeenenteredandpostedinBannerFinance.Manycharges e.g.MailServicesandCopyCentercharges willstillbeenteredintothesystemonamonthlybasis.Reportscanberunforanytimeperiod.SummarydataismaintainedinthesystemfromJuly1,2004,forward.DetailedtransactionaldataisavailablefromJuly1,2005,forward.
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ReportSecurity–VPs,BudgetOfficersandDepartmentHeadsCampusfinancialreportinguserswillonlyhaveaccesstofinancialdatafortheirdesignateddepartments.BudgetOfficersandVicePresidentswillhaveaccesstoallthedepartmentsreportingtothem,givingeachuseraccesstodataatthehighestlevelofresponsibility.
ReportSecurity–ProxiesThecampusfinancialreportingsystemhasproxycapability.Eachvicepresident,budgetofficer,anddepartmentheadcandesignatesomeoneelsetohaveproxyrights.Inaddition,proxiescanbelimitedtoviewonlythatinformationthevicepresident,budgetofficerordepartmentheadwishestoshare e.g.aspecificdepartmentorarangeofdepartments;accesscanbelimitedtoexcludedetailedpayrolltransactions .Forexample,avicepresidentcandesignatethataproxyuseronlybeabletoseethosedepartmentsforwhichhe/shealsoactsasdepartmenthead.Or,adepartmentheadcansetuphis/herproxyusertoviewallinformationexceptdetailedpayrolltransactions.RequestsforchangestoproxyrightsshouldbeemailedtoFinancialAccounting&[email protected].
ReportSecurity–‘Access–MySecurity’ReportThe‘Access–MySecurity’reportdisplaysallfunds,departments,activitiesandlocationsthatauserhasbeengrantedexplicitaccesstowithinCognos.Inaddition,thereportwilldisplayiftheparticularaccountingelementhasbeenterminatedandiftheuserhaspermissiontoviewthesalarydetail.Thereportdisplaysthenameoftheprimarysummaryordetailreportwheretheusercanviewdataabouttheparticularelement.Therearenoparametersforthisreport.Torunthisreport,followthenavigationinstructionsonpage5.PleasenotethatthisreportissourcedfromBannerdatadirectly.SecurityupdatesinBannermaytakeuptotwohourstofeedtotheEDWduringnormalbusinesshours.
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OptimalComputerSettingsInternetExploreristhepreferredbrowsertousewhenrunningreportsinCognos.Theparameterscreenscontainnumerouschoicesfromwhichusersmayselect.Consideringtheamountofdataonthescreen,theyhavebeenoptimizedtobeviewedwithascreenresolutionsettingof1440x990pixels ataminimum .UserscanupdatesettingsbygoingtoStart,Settings,ControlPanelandthenSettings.UsersneedingtorenewcredentialsshouldseeAppendixAonpage28.
LaunchingCognos10.2LaunchInternetExplorer.IntheURL/Addressbar,enter:
https://cognos.wfu.edu/Cognoswillloadintothebrowserandthelogonscreenwillappear.
Thestandardnetworkloginandpasswordshouldbeentered.Note:UserCognospasswordswillchangealongwithnetworkpasswordchanges.PressOK.
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NavigatingtotheCampusFinancialReportsOncethelogonprocessiscomplete,userswillnavigatewithinCognosConnectiontothespecificdirectorythathousestheenduserfinancialreports.Fromthemain‘PublicFolders’directory,clickon‘Finance’andthenon‘FinancialEndUserReports’.Thisiswherealloftheavailablereportswillbelisted.
Allcampusfinancialreportswillbevisiblewhetherornotthereportsareapplicabletotheuser.Remember,however,thatuserswillonlyhaveaccesstotheirdesignatedinformation.Inordertorunareport,simplyclickonthereporttitle.
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SummaryReportChoicesTherearetensummaryreportsavailabletoallcampusfinancialusers: Summary–BudgetOfficer:TheBudgetOfficerSummarydisplayssummary
informationforeachdepartmentforwhichthevicepresident,budgetofficerordepartmentheadisresponsible.Thisreportishelpfultobudgetofficersanddepartmentheadswithseveraldepartmentsasitprovidesahighlevelsummaryofindividualdepartments’ordepartmentheads’performance.Thisreportdisplaysbothoperatingandsurplusfundsanddepartments.Thisreportrunsuponafiscal,notcalendar,yearbasis.
Summary–Operating:TheOperatingSummarydisplaysaccountinformationby
specificdepartment.ThisreportisonelevelofdetaillowerthantheBudgetOfficerSummary.Thisreportalsodisplaysbothoperatingandsurplusfundsanddepartments.Thisreportrunsuponafiscal,notcalendar,yearbasis.
Summary–OperatingIncludingActivity&Location:Thisversionofthe
OperatingSummaryReportdisplaysadditionalcolumnsforActivityandLocationCodesandtheirdescriptions.
Summary–Activity:TheActivitySummaryisusedtoseeaccountinformationby
specificactivitycode.Activitiesusuallystartwith‘U’or‘G’.Thisreportshowsactivityacrossallfunds,bothoperatingandrestricted/designated,andalldepartments.Datafoundinthisreportisalsoincludedinalloftheothersummaryreports e.g.activitydataintheunrestrictedfundisalsoincludedintheOperatingSummaryreportoractivitydatainacapitalprojectisalsoincludedintheProjectsSummaryreport .Thisreportrunsuponafiscal,notcalendar,yearbasis.
Summary–Location:TheLocationSummaryisusedtoseeaccountinformation
byspecificlocationcode.Locationstypicallystartwith‘L’,‘1’or‘2’.Thisreportshowsactivityacrossallfunds,bothoperatingandrestricted/designated,andalldepartments.Datafoundinthisreportisalsoincludedinalloftheothersummaryreports e.g.locationdataintheunrestrictedfundisalsoincludedintheOperatingSummaryreportorlocationdatainacapitalprojectisalsoincludedintheProjectsSummaryreport .Thisreportrunsuponafiscal,notcalendar,yearbasis.
Summary–AccountAnalysis:TheAccountAnalysisreportcanbeusedfor
researchoransweringspecificquestionsforbusinessunitsthathaveseveraloperatingandreservefundsordepartments.Choosespecificaccountsandseewhichfunds,departments,activities,orlocationshavesometypeofbudgeted,encumbered,oractualactivityforagiventimeperiod.Thisreportdisplaysdata
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fortheoperatingandreservefundsonly.Thisreportrunsuponafiscal,notcalendar,yearbasis.
Summary–FundBalance:TheFundBalancereportdisplayscurrentyear
balancesandactivityfornon‐operatingfunds,excludinggrantsandprojects,inahierarchyfashionsothatremainingfundbalancescanbequicklyseen.Uptofiveprioryearendingbalancescanalsobedisplayed.Thereportcanberunforspecificfundtypesorspecificdepartmentheads,budgetofficers,orvicepresidents.Thisreportisrunonaninception‐to‐datebasis.
Summary–Grants:TheGrantsSummaryreportdisplaysaccountinformationby
specificgrant.Grantfundsstartwith‘RG’.Thisreportshouldbeusedbyprincipalinvestigatorsandotherfundmanagerstoseeavailablebalancesinthegrant.Thisreportshowsactivityacrossalldepartments.Thisreportisrunonaninception‐to‐datebasis.
Summary–Endowed,Designated,RestrictedContributions,CenterGrants,Start
Ups&StudentLoans:Thisreportdisplaysaccountinformationbyaspecificfund.Thisreportdisplaysendowedfunds e.g.ERxxxx ,designatedfunds e.g.Dxxxxx ,restrictedcontributionfunds e.g.RCxxxx ,centergrants e.g.CGxxxx ,startupfunds e.g.SUxxxx andstudentloanfunds e.g.SLxxxx .Thisreportshouldbeusedbyfundmanagerstoseeavailablebalancesinthefunds.Thisreportisrunonaninception‐to‐datebasis.
Summary–Projects:Thisreportcanberuntodisplayeitherasummaryforeach
projectforwhichthevicepresident,budgetofficerordepartmentheadisresponsibleoraccountinformationbyaspecificprojectfund.Projectfundsstartwith‘P’.Thissummaryreportshouldbeusedbyprojectmanagerstoseefundsremainingintheproject.Thisreportisrunonaninception‐to‐datebasis.
DrillDownCapabilitiesNote:ThedrilldownfeatureonlyworkswhenusingtheHTMLoutputoptioninsideofCognoswhereveryouseeablueunderlinedfield.Usershavetheabilitytodrilldowntoadetailreportfromanysummaryreport.Hereiswhatthereportsareabletodo: Drillingfromthe‘Summary–BudgetOfficer’report:Sincethisisahighlevel
report,drillingfromthisreportlaunchesthe‘Summary–Operating’report. Drillingfromapersonnelaccount 50010through50599 :Drillonany
summaryreportfromasalaryaccountandeitherthe‘Detail–Salary&Fringe’or‘Detail–Salary&FringeEncumbrance’reportwilllaunchdependingonwhetheryouhavedrilledonanactualactivityorencumbrancecolumn,respectively.The‘Detail–Salary&Fringe’reportwillalsoautomaticallydisplaynon‐payroll
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generateddocuments,suchasjournalentries e.g.year‐endaccruals orinvoices.
Drillingfromanon‐personnelaccount 50600through99999 :Drillonanysummaryreportfromanexpenseorrevenueaccountandeitherthe‘Detail–Transaction’or‘Detail–Encumbrance’reportwilllaunchdependingonwhetheryouhavedrilledinanactualactivityorencumbrancecolumn,respectively.
DrillingfromanActivityCodeorLocationCodeonthe‘Summary–OperatingIncludingActivity&Location’reportwilllauncheitherthe‘Summary–Activity’or‘Summary–Location’report,respectively.TheactivityshownonthesedrillswilldisplaythefullactivityfromtheparticularActivityorLocationdrilledupon,notinheritingparametersfromtheoriginalreport.
SummaryPageAllsummaryreports exceptthe‘Summary–BudgetOfficer’ includesasummarypage,justbeforetheParameterspage.Thissummarypageisespeciallyusefulwhenyouhaverunareportwithmultiplefunds,departments,activities,orlocationsandwanttoseeagrandtotalforallofthedatareturnedinthereport.Forexample,ifanOperatingSummaryreportisrunforfivedepartments,pages1through5wouldbeeachoftheindividualdepartmentsandtheirrespectiveaccounts.Page6wouldbetheconsolidatedsummarywhichwouldshowthetotal,byaccount,acrossallfivedepartments.Page7wouldbetheparameterspage.DepartmentalSummaryPageThe‘Summary–Operating’and‘Summary–OperatingIncludingActivity&Location’reportshaveanadditionalandoptionalsummaryreportnamed‘DepartmentalSummary’.Thissummarypagediffersfromtheonediscussedaboveinthatitdisplaysinformationinacrosstabformat,showingeitheroneortwoamounts.Therowsandcolumnsforthissummaryreportaretheaccountsanddepartments,respectively.Thisreportwillbeespeciallyusefulwhenthereporthasbeenrunwithmultipledepartmentsandthereisaneedtoseethebreakdown,byaccount,foreachdepartmentinasingleview.
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RunningaSummaryReportThesummaryfinancialreports,withafewexceptions,shareacommonsetofparameters.Thiswasdoneintentionallyinordertogivecampususersaconsistentapproachtoexecutingreportrequestsandatthesametimegiveultimateflexibility.Allparametersarelabeledasacertain‘Step’number.Thestepsthatyouseebelowcorrespondtothestepsonthereportparameterpages.Step1:SelecttheReportfromthefollowinglist.Eachsummaryreport,excepttheAccountAnalysis,offerstwooutputoptions:aformattedreportsuitablefordistributionandanExcelversionthatismeanttobedownloadedfordatamanipulation.Thisisarequiredparameter.
Note:BothreportoptionscanbedownloadedtoExcelordisplayedinthewebbrowser.The'ExcelDownload'optiondoesnotincludeanyformatting,subtotalsordrillsandisdesignedfordataanalysis e.g.pivottables inExcel.Regardlessoftheoptionchosen,theoutputwillfirstdisplayasHTMLintheInternetExplorerbrowser,unlesstheuserreportoutputdefaultisspecifiedasExcel,andthenwillneedtobedownloaded.Pleaserefertothe‘ReportOutputOptions’sectiononpage26formoreinformation.TheProjectsSummaryreportallowsfortworeportoptions,inadditiontotheExcelDownload.The‘BudgetOfficerProjectSummary’displaysaonelinetotalforeachprojectbyvicepresident,budgetofficer,anddepartmenthead.The‘ProjectSummarybyAccount’optiondisplaysaccountleveldetailforeachproject.Step2:SelecttheFiscalYear/FiscalPeriod.Eachsummary excepttheGrantsSummary isexecutedbasedonaparticular‘asof’fiscalyearandfiscalperiodcombination.Thisisarequiredparameter.
TheGrantsSummaryreportisdrivenbyabeginningandendingperiod.Thesedates,basedoffofacalendaryearandnotafiscalyear,areusedtoproducedatafor
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aparticulargrantyear,partialgrantyear,orsinglemonth.Theendingperiodisconsideredthe‘asof’datewhichdeterminesinception‐to‐dateinformation.Thesearerequiredparameters.
ProjectsSummaryreportonly–Step3:CompareSpendingtoBudgetortoFunding.Choosewhethertodisplaycomparativedata i.e.netbottomlineandavailabletospendcalculations basedonactualprojectbudgetsorfunding.‘Budget’isthedefaultoption.ClickFinish.Foreachofthesummaryreports,Steps1and2containalloftherequiredparameters.Atthispoint,usersmayeitherclick‘Finish’toexecutethereportorcontinueontoSteps3andbeyondtoselectadditionalreportfilters.
Step3:SelecttheChartofAccountstoFiltertheReport.WakeForesthasfiveuniquechartsofaccounts,althoughalmostallcampususerswillonlyusethedefaultfortheReynoldaCampus,ChartR.
Step4:ChoosePriorFiscalYear s InformationtobeDisplayedontheReport.Bydefault,eachreportdisplayscurrent asdefinedbythe‘asof’informationchoseninStep2 yearinformationanduptofiveyears’worthofhistoricalinformation,ifselected.Thespecifictypesofhistoricalinformationvarypersummaryreport.Theoptionalamountchoicesincludeyear‐to‐dateactivity,periodactivity,fullyearactivity,fullyearbudgetinformation,andinception‐to‐dateinformation.Topickaparticularcolumntodisplayonyourreport,simplyclickonit.Tochoosemultiplecolumnswithinthereport,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Toseeallofthecolumnsforaparticularyear,simplychoose‘Selectall’.Selecteditemswillbehighlightedinblue.Theseareoptionalparameters.
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RememberdateschoseninStep2drivethedatadeliveredinthesecolumns.Forexample,ifinStep2youchose‘FY2010–May’,then‘2YearsPrior/YTDActuals’wouldbeasofFY2008–Mayor‘4YearsPrior/FullYearActuals’woulddisplaydataforthefullFY2006year.FundBalanceSummaryreportonly–Choosewhetherornottodisplaypriorfiscalyearbeginningbalances.Step5:SelecttheFund s ORFinancialManager s toFiltertheReport.Thisparameterallowsfortheselectionofspecificfundstoberetrievedinthereport.Todisplayaspecificfundorsetoffundsonthereport,choosethosefundsinthefirstbox.Toseeallfundsforaparticularfund/grantmanager orsetofmanagers ,choosethename s inthesecondbox.Donotchoosevaluesfrombothboxesatthesametime.Onlythefundsandfund/grantmanagernamesforwhichauserhassecuritywillbedisplayed.Inaddition,onlythefundslistedintheparameterboxthatareapplicableforthereportwillbedisplayed.Forexample,onlyprojectfundswillbelistedontheProjectsSummaryreportparameteroronlyoperatingandsurplusfundslistedontheOperatingSummaryreport.
Topickaparticularfundorname,simplyclickonit.Theselectionboxwillalsofindthefundcodeasitistyped.Tochoosemultiplefundsornameswithinthereport,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Selectionswillbehighlightedinblue.Toseeallfunds,donotchooseanything;leavetheparametersblankandeverythingwillberetrieved.Theseparametersareoptional.Usersalsohaveanoptiontodisplayonlyactivefundsorallfundsforwhichtheyhaveaccess.OnceafundhasbeenterminatedbytheFinancialAccounting&Reportinggroup,thefundisnolongerconsideredactive.Bydefault,thereportwillonlyrunforactivefunds.Toseeterminatedfundsaswellasactivefunds,choose‘No’inthe‘ActiveFundsOnly’parameter.
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OntheProjectsSummaryreport,usersalsohaveanoptiononthefundingtypeofprojectstodisplaybasedonwhetherornottheprojectisbondfunded.Bydefault,allprojectfundingtypesareincludedinthereport.FundBalanceSummaryreportonly–Choosethefundtypecategoriestofilterthereport.Onlyfundsintheselectedcategorieswillbedisplayedonthereport.Step6:SelecttheDepartment s ORFinancialManager s toFiltertheReport.Thisparameterallowsfortheselectionofspecificdepartmentstoberetrievedinthereport.Todisplayonlyaspecificdepartmentorsetofdepartmentsonthereport,choosethosedepartmentsinthefirstbox.Thesecond,thirdandfourthboxesallowfortheselectionofaspecific orsetof departmentheads,budgetofficersorvicepresidents.Toseeallthedepartmentsforaperson orsetofpeople ,choosethename s intheappropriatebox.Onlythedepartmentsanddepartmenthead,budgetofficerandvicepresidentnamesforwhichauserhassecuritywillbedisplayed.Donotchoosevaluesfrommorethanoneboxatthesametime.
Topickaparticulardepartmentorname,simplyclickonit.Theselectionboxwillalsofindthedepartmentnumberasitistyped.Tochoosemultipledepartmentsornameswithinthereport,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Selectionswillbehighlightedinblue.Toseealldepartments,donotchooseanything;leavetheparametersblankandeverythingwillberetrieved.Theseparametersareoptional.Step7:SelecttheAccountType s toFiltertheReport.Allofthesummaryreports,excepttheProjectsSummaryreport,allowuserstochoosewhichaccounttypesectionswhichwillbedisplayedonthereport.Theseparametersarerequired.Theaccounttypesectionsrepresentthefollowingaccountranges: Revenue–includesallrevenue 4xxxx accountsaswellasallinflow 98xxx
accounts.TheinflowaccountsareexcludedfromthisrangeontheGrantsSummaryandEndowed,Designated,RestrictedContributions,CenterGrants,StartUps&StudentLoansSummaryreportsandareincludedinthe‘Expenses’section.
Personnel–includesallsalaryandfringeaccounts 50xxx .StudentPayroll50013 isexcludedfromthisrangeonBudgetOfficerSummary,Operating
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Summary,ActivitySummaryandLocationSummaryreports,andisincludedinthe‘Expenses’section.
Non‐Personnel–includesallexpenseaccounts 51xxxthrough97xxxand99xxx aswellasStudentPayroll 50013 andinflowaccounts 98xxx forthosereportslistedabove.
Bydefault,allaccounttypesarechosenonallreportsexceptontheGrantsSummarywhereonlySalariesandExpensesarechosen.Todeselectanaccounttype,holdtheCTRLkeyandclicktheparticularaccounttypethatdoesnotneedtobedisplayed.Selectionswillbehighlightedinblue.Atleastoneaccounttypemustbeselected.Step8:SelecttheActivitiestoFiltertheReport.Thisparameterallowsfortheselectionofspecificactivitycodestoberetrievedinthereport.Alluserswillseeallactivitycodesastheseareusedacrossfundsanddepartments.Theseparametersareoptional.
Therearetwowaystoselectthespecificcodes.Topickaparticularactivitycode,simplyclickonit.Theselectionboxwillalsofindtheactivitycodeasitistyped.Tochoosemultipleactivitycodeswithinthereport,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Selectionswillbehighlightedinblue.Toseeallactivities,donotchooseanything;leavetheparametersblankandeverythingwillberetrieved.Alternatively,enteranactivitycodeintheboxtotherightandpress‘Insert’.Usersmayenterasmanycodesasneeded.Toselectdatawithoutanactivitycode,choosethevalueof‘Transactionsw/oActivityCode’.Donotselectorentercodesinbothboxesatthesametime.
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Step9:SelecttheLocationstoFiltertheReport.Thisparameterallowsfortheselectionofspecificlocationcodestoberetrievedinthereport.Alluserswillseealllocationcodesastheseareusedacrossfundsanddepartments.Theseparametersareoptional.Therearetwowaystoselectthespecificcodes.Topickaparticularlocationcode,simplyclickonit.Theselectionboxwillfindthelocationcodeasitistyped.Tochoosemultiplelocationcodeswithinthereport,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Selectionswillbehighlightedinblue.Toseealllocations,donotchooseanything;leavetheparametersblankandeverythingwillberetrieved.Alternatively,enteralocationcodeintheboxtotherightandpress‘Insert’.Usersmayenterasmanycodesasarenecessary.Toselectdatawithoutalocationcode,choosethevalueof‘Transactionsw/oLocationCode’.Donotselectorentercodesinbothboxesatthesametime.
‘Summary–Operating’and‘Summary–OperatingIncludingActivity&Location’reportsonly–Step10:SelecttheMeasure s forthe Optional DepartmentalSummaryReport.ThisparameterwilldeterminethecontentsoftheDepartmentalSummarypage.Ifonlyonemeasureoramountischosen,thenthepagewillonlyshowoneamountcolumnperdepartment.Iftwomeasuresoramountsarechosen,thentwoamountcolumnswilldisplayforeachdepartment.Leavingthedefaultselectionsas‘None’and‘None’forbothmeasureswillindicatethatthisoptionalsummaryshouldnotbegenerated.
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ClickFinishorCancel.Atthispoint,click‘Finish’toexecutethereportor‘Cancel’toreturntothemainmenu.
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DetailReportChoicesTherearesevendetailreportsavailabletoallcampusfinancialusers: Detail–AccountsPayable:TheAccountsPayableDetailreportdisplays
transactionlevelinvoiceandcheckinformation.Thisreportishelpfulforresearchinghowapaymentwasmade e.g.ACH,Check,vCardorWire andifthecheckwascashed.Thisreportcanberunforanyfundordepartmentforanyparticularperiodoftime.
Detail–AgencyFunds:TheAgencyFundsreportdisplaysbeginningandending
balancesaswellastransactiondetailforagencyfunds fundsthatbeginwithA% .
Detail–Encumbrance:TheEncumbranceDetailreportdisplaysfiscalyear‐to‐
datepurchaseorderencumbrancebalancedetail.Thisreportishelpfulforviewingwhatitemsarestillonorderforafundordepartmentaswellasiftherehavebeenanypartialpaymentsagainstaparticularlineitem.Thisreportcanberunforanyfundordepartmentasofaparticulardate.
Detail–PO‐InvoiceReconciliation:ThePO‐InvoiceReconciliationreportdisplays
purchaseorderandrelatedinvoiceamountsincludingvariances.Thisreportisespeciallyusefulfordeterminingextracharges e.g.freight thatwerepaidonordersinvoiceddirectlytoAccountsPayable.Toseepurchaseorderdetail,usetheassociateddrillthroughoption.
Detail–PO‐InvoiceReconciliationwithLineItems:Thisreportissimilartothe
PO‐InvoiceReconciliationreport,butalsoincludespurchaseorderlineitemdetail.Inaddition,thereportdisplayspurchaseorderandrelatedreceiptquantitiesincludingvariances.
Detail–ReserveFunds:TheReserveFundsreportdisplaysbeginningand
endingbalancesaswellastransactiondetailforreservefunds fundsthatbeginwith11%otherthan111111 .
Detail–Salary&Fringe:TheSalary&FringeDetaildisplayspayrolldetailfor
bothsalaryandfringeaccounts.Thisreportishelpfulforresearchingpayrolltransactionsforaparticularperson.Thisreportcanberunforanyfund,departmentorearningscodeforanyparticularperiodoftime.PayrolldataisavailableinthesystemfromJanuary1,2005,andforward.Thereportalsodisplaysotherpayrollrelateddocumentssuchasjournalentriesandinvoicesifdesired.Pleasenotethatthedatainthisreportrequiresadditionalsecurityaccess.
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Detail–Salary&FringeEncumbrance:TheSalary&FringeEncumbranceDetailreportdisplaysfiscalyear‐to‐datepayrollencumbrances.Thisreportcanassistyouwithdeterminingwhichemployeesareincludedinthepayrollencumbrancecalculations.Thisreportcanberunforanyfundordepartmentasofaparticulardate.Pleasenotethatthedatainthisreportrequiresadditionalsecurityaccess.
Detail–Transaction:TheTransactionDetailreportdisplaystransactionlevel
informationaboutjournalentryandinvoicedocuments.Allofthetransactionsincludedonthisreportformthebasisforthedatadisplayedinusersummaryreports.Thisreportincludesafieldentitled‘DocumentReferenceNumber’whichcontainssupplementalinformationsuchasgiftnumbersandinvoicenumbersassociatedwithcanceledchecks.Thereportwilldisplayenhancedpcarddata,includingmerchantnames,fulltransactiondescriptionfromWorks,andotherpointofpurchaseinformation.Thisreportcanberunforanyfundordepartmentforanyparticularperiodoftime.Thereareseveraloutputoptionsavailable:alloutputonasinglepage/Excelworksheetordatawithpagebreaks/separateExcelworksheetsbydepartment,fund,activityorlocation.
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RunningaDetailReportThedetailfinancialreports,withafewexceptions,shareacommonsetofparameters.Thiswasdoneintentionallyinordertogivecampususersaconsistentapproachtoexecutingreportrequestsandatthesametimegiveultimateflexibility.Allparametersarelabeledasacertain‘Step’number.Thestepsthatyouseebelowcorrespondtothestepsonthereportparameterpage.Note:OntheTransactionDetailreport,thereportoutputformatoptionneedstobeselected.TodisplayalldataonasinglepageorExcelworksheet,choose‘TransactionDetail’.Ifapagebreakisdesiredbasedondepartment,fund,activityorlocationgroupings,choosetheappropriateoption.Step1:SelecttheTransactionDateRangeFrom/To.TheAccountsPayableDetail,Salary&FringeDetailandTransactionDetailreportsarefilteredbyspecifyingabeginningandendingtransactiondate.Thetransactiondatecorrespondstothedatethetransactionpostedtotheledger,whichdoesnotnecessarilycorrespondtowhenthetransactionwasdataentered.Enterbothdates.Thisisarequiredparameter.
TheEncumbranceDetailandSalary&FringeEncumbranceDetailreportsareexecutedbyselectingaspecific‘asof’transactiondate.ThereportswillreturnallrelevanttransactionsfromJuly1stofthesamefiscalyearasthe‘asof’datethatwaschosen.Thisisarequiredparameter.
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TheReserveFundsreportisexecutedbasedonaparticular‘asof’fiscalyearandfiscalperiodcombination.Thebeginningbalanceandtransactiondetailwillbedeterminedbasedonthefirstdayofthefiscalyearchosen.
Step2:ChoosetheDesiredChart s toFiltertheReport.WakeForesthasfiveuniquechartsofaccounts,althoughalmostallcampususerswillonlyusethedefaultfortheReynoldaCampus,ChartR.
Forusersthathaveaccesstomultiplecharts,thedetailreportscanberunformorethanonechartatatime.Topickaparticularchart,simplyclickonit.Tochoosemultiplecharts,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Selectionswillbehighlightedinblue. Step3:ChoosetheDesiredFund s toFiltertheReport.Thisparameterallowsfortheselectionofspecificfundstoberetrievedinthereport.Onlythosefundsforwhichauserhassecuritywillbedisplayed.Theseparametersareoptional.
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Therearetwowaystoselectthespecificcodes.Topickaparticularfund,simplyclickonit.Theselectionboxwillalsofindthefundcodeasitistyped.Tochoosemultiplefundswithinthereport,clickontheitemswhileholdingdowntheCTRLorSHIFTkeys.Selectionswillbehighlightedinblue.Toseeallfunds,donotchooseanything;leavetheparametersblankandeverythingwillberetrieved.Alternatively,enterafundintheboxtotherightandpress‘Insert’.Usersmayenterasmanyfundsasarenecessary.Donotselectorenterfundsinbothboxesatthesametime.Thissamefunctionalitywillholdtruefortherestofthechartelements.WhenusingtheReserveFundsreport,usersmaygoaheadandchoose‘Finish’toexecutethereportasnoadditionalparametersareavailable.Step4:ChoosetheDesiredDepartment s toFiltertheReport.Thisparameterallowsfortheselectionofspecificdepartmentstoberetrievedinthereport.Onlythosedepartmentsforwhichauserhassecuritywillbedisplayed.Theseparametersareoptional.
Step5:ChoosetheDesiredAccount s toFiltertheReport.Thisparameterallowsfortheselectionofspecificaccountstoberetrievedinthereport.Allrevenue,expenseandtransferaccountswillbedisplayed,whetherornottheyhaveactuallybeenusedinthefundordepartmentontheAccountsPayableDetail,EncumbranceDetailandTransactionDetailreports.OntheSalary&FringeDetailandSalary&FringeEncumbranceDetailreports,onlypayrollrelatedaccountswillbedisplayedforuserstochoose.Theseparametersareoptional.
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Step6:ChoosetheDesiredActivityCode s toFiltertheReport.Thisparameterallowsfortheselectionofspecificactivitycodestoberetrievedinthereport.Alluserswillseeallactivitycodesastheseareusedacrossfundsanddepartments.Theseparametersareoptional.
Step7:ChoosetheDesiredLocationCode s toFiltertheReport.Thisparameterallowsfortheselectionofspecificlocationcodestoberetrievedinthereport.Alluserswillseealllocationcodesastheseareusedacrossfundsanddepartments.Theseparametersareoptional.
Step8:EntertheDesiredDocumentNumbertoFiltertheReport.Thisparameterallowsuserstoenterspecificormultipledocumentnumbers.AppendixBonpage29containsalistingofBannerdocumentnamingconventionswhichusersshouldreferencewhenusingthisparameter.Thetypeofdocumentthatcanbeentereddependsonwhichreporthasbeenselectedtorun:
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AccountsPayableDetail–invoices;thisreportalsoallowsuserstoenterinthesupplier’sinvoicenumberifknown
EncumbranceDetail–purchaseorders Salary&FringeDetail–payrollfeedjournalentry Salary&FringeEncumbranceDetail–payrollfeedjournalentry TransactionDetail–invoicesandalljournalentriesEnteradocumentnumberintheboxandpress‘Insert’.Usersmayenterasmanydocumentnumbersasnecessary.Thisparameterisoptional.
Step9:EntertheDesiredIDorName EmployeeorSupplier toFiltertheReport.Tofilterthereportforaparticularemployeeorsupplier dependingonthereport ,usethisparameter.Thisparameterisoptional.
Therearetwowaystoselectspecificemployeesorsuppliers.ThesearchboxontheleftallowstheabilitytotypeineitherapartialWakeForestIDnumberorpartialname,iftheentiresetofinformationisnotknown.Clickon‘Options’ seetheredarrowabove tochangesearchparameters.The‘%’wildcardmayalsobeused.Bydefaultthesearchiscaseinsensitive.Oncesearchresultsarereturned,simplyclickontheproperperson.Theemployeeorsupplier’sIDandnamewillappearintheresultsbox.
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Pleasenotethatwhilethesearchfeatureisveryflexible,Cognosmustsearchthroughlargeamountsofdatatofindpossiblematches.Therefore,itcouldtakeamomentortwoforsearchresultstobereturned.Additionally,pcardmerchant supplier namescannotbesearchedorfilteredusingthisparameter.Alternatively,enteraWakeForestIDintheboxtotherightandpress‘Insert’.UsersmayenterasmanyIDsasarenecessary.DonotselectorenterIDsinbothboxesatthesametime.TransactionDetailreportonly–Step10:IncludeUniversityCard PCard informationcolumns?Choose‘Yes’toincludeenhancedpcard‐relateddatacolumns,includingPurchaseDate,PostDate,CardholderName,MerchantCategoryCodeMCC ,ItemTaxandItemTotal.SalaryandFringeDetailreportonly–Step10:IncludeOtherPayrollEntriessuchasJournalEntriesandInvoices?Choose‘Yes’toincludedocumentssuchasjournalentries e.g.year‐endaccruals andinvoices.Thesedocumentsarenotemployee‐specificbutneedtobeincludedwhencomparingtoasummaryreport.SalaryandFringeDetailreportonly–Step11:SelecttheEarningsCode.Thisparameterallowsfortheselectionofspecificearningscodestoberetrievedinthereport.Thisparameterisoptional.
ClickFinishorCancel.Atthispoint,click‘Finish’toexecutethereportor‘Cancel’toreturntothemainmenu.
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ParameterPagesOneofthemostimportantfeaturesofallthereportsisthepagethatlistsalloftheselectedparameters.Asampleisbelow.Everyparameterenteredonapromptscreenisdisplayedonthereport’sparameterpage.Alsoincludedarewhenandwhoranthereport,andthedatasource.Usethistoconfirmwhenandhowthereportwasrun.Thisinformationisveryhelpfulifareportreturnsunexpectedresultsorforcomparingreportsrunatdifferentpointsintimeusingthesameparameters.
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ReportOutputOptionsAfterareportisrun,anumberoficonswillbedisplayedonthetoprightthatallowfortheexportofthereportindifferentformats.
Clicktheiconfortheapplicableformat:ToolbarAction Icon NotesRunthereportagain Users willbepromptedforanyparametersagain;
theparametersfromthe lastrunwillbepre‐populated.
ViewinHTMLFormat Thisisthebestoptionforviewingthereportonlineandwill allowdrill‐downcapabilities.
ViewinPDFFormat Thisisthebestoptionforprinting exceptDetailandBudgetOfficerreports .
ViewinExcel2007Format
Thisistherecommended Exceloutputoption.Ifusers runasummaryreportformultiplechartelements,eachelementwilldisplayonitsownworksheet.TheParameterPagewillalsobeonitsownworksheet.
ViewinExcel2002Format
ThisoptionissimilartotheExcel2007optionbutisforthosewho donothavean upgradedsoftwareversion.
ViewinCSVFormat Thisoptionallowsusers tosavethedatainatextfile.
NOTE:Itisnotrecommendedtousethe‘ViewinXMLFormat’nor‘ViewinExcel2007Data’exportoptionsastheirvalueisquitelimited.PleasenotethattheseoptionsareallthespecificversiondownloadscurrentlyavailableinCognos10.2.IfyouhaveExcel2010ornewerinstalledonyourcomputer,youwillnotseeanExcel2010downloadoption.
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TochangeCognospreferencestoalwaysexporttoaparticularoptionwhenrunningareport,pleaseseeAppendixDregarding‘SettingCognosOutputPreferences’onpage33.
Toreturntothemainfoldermenu,clickonthereturnicon onthetoprightofthebluetoolbar.
PrintingToprintthereportsastheyare,thebestwaytoprintthemistofirstusethePDFviewingicon ,andthenprintfromAdobeAcrobatusingtheprinticonwithinthemainwindow.DonotusetheprintoptionlocatedundertheFilecommandonthebrowsertoolbar.
ExcelMacrosExcelmacrosaredeliveredtosubtotaltheTransactionDetail,Salary&FringeDetailandSalary&FringeEncumbranceDetailreportsaswellastolabelworksheetsforExcel2007andExcel2002summaryreports.VisittheFinancialServiceswebsite,http://finance.wfu.edu/cognos,tosee: Ademonstrationvideodescribingwhathowthemacrosperform Printabledirectionsonhowtodownloadandinstallthemacros
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GettingFurtherAssistanceTechnicalAssistanceForanydifficultyloggingontoCognosorexecuting includingrunning,printing,downloadingorsaving reports,pleasecontactFinancialAccounting&Reportingatreporting@lists.wfu.edu.AnyissuesdeterminedtobecomputerrelatedwillbereferredtotheInformationSystemsServiceDeskatx4357.DataAssistanceQuestionsaboutthecontentorotherfinancial‐relatedissuesshouldbedirectedtotheappropriateoffice:
CenterGrants x4189Deposits/AccountsReceivable x5234Encumbrances–Purchasing x8289Encumbrances–SalaryandFringe x4010GeneralQuestions/JournalEntries x5186orx5977Invoices/Reimbursements/CheckPayments x5690OperatingBudget [email protected] x4861Projects x6408GrantsandDesignatedFunds x5187RestrictedContributionsandEndowmentFunds x5223Start‐UpFunds x3977
GiveUsYourFeedbackFinancialServicesappreciatesfeedbackaboutthereportsthatcouldfurtherenhancetheircapabilitiesfortheentirecampusinthefuture.Pleasesendcommentstocfri‐[email protected]‐to‐DateonReportChanges&EnhancementsKeepabreastofreportingchanges,enhancements,anddefectcorrectionsbyfollowingtheCampusFinancialReportingInitiativeonTwitterathttp://twitter.com/WFU_CFRI
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AppendixA:RenewingCognosCredentialsIfauserhasrecentlyresettheirWakeForestnetworkpasswordandisexperiencingdifficultyexecutingreports,credentialsmayneedtoberenewed.
Step1:Clickonthepersonicon onthetoprighttoolbar.Thenclickon‘MyPreferences’.Anewscreenwillopen.
Step2:Clickonthe‘Personal’tabatthetopofthewindow.
Step3:Ifthisisafirstattemptatrenewingcredentials,Cognoswillhavealinkthatsays‘First,youmustcreatethecredentials’.Ifauserhasdonethispreviously,therewillbealinkcalled‘Renewthecredentials’.Regardlessofthelinktext,clickit.Step4:PressOKatthebottomofthescreen.Tryrunningthereportagain.
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AppendixB:BannerDocumentNamingConventionListingThebeginningcharacteroftheDocumentcodewillhelpidentifywhattypeofdocumentitis,orwhereitoriginated.Belowisalistofcommondocumenttypestohelpassistusersinunderstandingthedifferenttypesofitemsonreports.Document DocumentType Notes/OriginJxxxxxxx JEenteredmanuallyinto
BannerAlljournalentriesarekeyedoruploadedbyFinancialAccounting&Reporting
JAxxxxxx JEinserted intoBanner DeaconDepotInternalServiceProviderallocations
JCxxxxxx JEuploadedintoBanner CopyCenterchargesJGxxxxxx JEuploadedintoBanner GraylynchargesJKxxxxxx JEuploadedintoBanner XeroxcopierchargesJMxxxxxx JEuploadedintoBanner FACS chargesJPxxxxxx JEuploadedintoBanner MailServiceschargesJSxxxxxx JEuploadedintoBanner SchoolofMedicinePrint
ShopchargesJTxxxxxx JEuploadedintoBanner Telecomcharges
Microcall JUxxxxxx JEuploadedintoBanner PcardTransactionsJXxxxxxx JEuploadedintoBanner ReversingentryJZxxxxxx JEuploadedintoBanner Othermiscellaneous
uploadFxxxxxxx Feedsfromanother
BannerModule
ThiswouldincludeentriesfeedingfromPayroll&AR
Pxxxxxxx PurchaseOrder InitiatedinDeaconDepot1xxxx beginswithnumbers,5digitsinlength
PurchaseOrder InitiatedbyFacilities&CampusServices
00xxxxxx beginswithnumbers,8digitsinlength
Check AccountsPayable
!xxxxxxx DirectDeposit/ACH AccountsPayableIxxxxxxxIExxxxxx
Invoice IEinvoicesareelectronicallytransmittedfromDeaconDepot
AccountsPayable
Wxxxxxxx Wire AccountsPayableZxxxxxxx JEforGifts UniversityAdvancement
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AppendixC:ConfiguringPop‐upBlockerforDownloadsUsersmayfindthatnothinghappenswhenattemptsaremadetorunfinancialreportstoExcelwhileutilizingInternetExplorer.ThismaybebecauseofapreferencesettingwithinInternetExplorer.Followtheinstructionsbelowtocorrecttheissue.PleasenotethatusersshouldnothaveanythirdpartytoolbarsinstalledwithinInternetExplorer e.g.AOL,Yahoo!andGoogletoolbars asthiscouldalsoimpacttheabilitytodownloadtoExcel.Step1:LaunchInternetExplorer.Step2:Navigatetothe‘Tools’menuandthenchoose‘InternetOptions’.
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Step3:ClickontheSecuritytabandthenpresstheCustomLevel…button.
Step4:ScrolldowntotheDownloadssection.EnsurethatalltheitemsintheDownloadssectionaremarkedasEnable.
Step5:Awarningmessagewillappearaskingforconfirmationofanychanges.Click‘Yes’andthen‘OK’atthemaindialogueboxtoresumenormalInternetExploreroperation.
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ForfurtherquestionsorassistancewithInternetExplorer’sPop‐upBlockerfeature,pleasecontacttheInformationSystemsServiceDeskatx4357.
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AppendixD:SettingCognosOutputPreferencesForuserstosetnewdefaultoutputsettingforallreports,followtheseinstructions.TheinitialdefaultforallusersisHTMLformat.ForuserswithaccesstoreportsotherthantheCampusFinancialReports,thesettingsforthosereportswillalsochangeasthisisaglobalCognossetting.
Step1:Clickonthepersonicon onthetoprighttoolbar.Thenclickon‘MyPreferences’.Anewscreenwillopen.
Step2:Onthe‘General’tabisanoptioncalled‘Reportformat’.Usersmaychoosetheoptiontheywouldlikeforreports.
NOTE:Itisnotrecommendedtousethe‘Excel2007Data’nor‘XML’exportoptionsastheirvalueisquitelimited.Step3:PressOKatthebottomofthescreen.