data warehouse - revenue/expense report - a …€¦ · revision control document title: data...

Data Warehouse User Guide Revenue/Expense Reports

Last Revised: 08/01/14

Data Warehouse: Revenue/Expense Report User Guide FINAL

REVISION CONTROL

Document Title: Data Warehouse Revenue/Expense Report User Guide Author: IT Training & Support File Reference: UG-Data_Warehouse_Revenue_Expense_Report.docx

Revision History

Revision Date Revised By Summary of Revisions Section(s) Revised 6/4/11 Lori Arthur Updated Actuals Detail Between Accounting Periods

section to include new Journal ID column. 1.2, 2.0, 5.0

8/1/14 Lori Arthur-Carmichael

Updated with screenshots for 11g

Review / Approval History

Review Date Reviewed By Action (Reviewed, Recommended or Approved) 3/8/11 Joe Luzzi, Steven

Yim, May Wong, Lydia Rodriguez, Lynn Cayas, Sean Chang

Approved

8/1/14 Joe Luzzi, Steven Yim, May Wong, Lydia Rodriguez, Lynn Gagne

Approved

Last Revised: 08/01/14 Page ii


Table of Contents Page

1.0 Revenue/Expense Report Dashboard Overview ........................................................................................................... 4

1.1 Accessing the Revenue/Expense Reports .............................................................................................................. 4

1.2 How These Reports Work ....................................................................................................................................... 4

1.3 Available Reports .................................................................................................................................................... 5

1.4 Report Defaults ....................................................................................................................................................... 6

1.5 Using Column Headers to Sort Data ....................................................................................................................... 7

Column Header Descriptions .................................................................................................................................. 8

1.6 Viewing Additional Details ....................................................................................................................................... 9

2.0 Revenue/Expense Summary ......................................................................................................................................... 10

Accessing the Report ...................................................................................................................................................... 10

Filter Descriptions ............................................................................................................................................................ 11

Column Descriptions ....................................................................................................................................................... 12

Additional Report Links and Layouts ............................................................................................................................... 16

3.0 All University Benefits Pool .......................................................................................................................................... 17




4.0 Budget Detail ................................................................................................................................................................. 20




5.0 Actuals Detail (Between Accounting Periods) ............................................................................................................ 22




6.0 Encumbrance Detail ...................................................................................................................................................... 26




7.0 Pre-Encumbrance Detail ............................................................................................................................................... 29




Last Revised: 08/01/14 Page iii


1.0 Revenue/Expense Report Dashboard Overview

This user guide assumes basic knowledge of Data Warehouse. User guides and tutorials on the basic features of Data Warehouse are available at the IT Training website: http://www.fullerton.edu/ittraining/peoplesoft/dw.

1.1 Accessing the Revenue/Expense Reports Processing Steps Screen Shots Step 1: From the Data Warehouse homepage, click on the Dashboards menu.

Step 2: In the Fullerton section, select Rev/Exp (CFS).

The Rev/Exp (Legacy) dashboard contains data from the legacy finance database (roughly June 2007 – June 2010).

1.2 How These Reports Work The Revenue/Expense Reports allow you to drill down multiple levels for additional detail by clicking on hyperlinks within the report. You can also change the sorting of the report by changing the column headers (see section 1.4). Additionally, filters such as fiscal year, accounting period, or chartfield(s) that are applied to one report will follow you from one report to the next during a session.

Last Revised: 08/01/14 of 31

http://www.fullerton.edu/ittraining/peoplesoft/dw


1.3 Available Reports The following reports are currently available for the Revenue/Expense Report dashboard:

• Revenue/Expense Summary: The Revenue/Expense Summary report is a high-level summary of your finances; it includes: Budgeted Baseline, Budget Revised, Current Period Actuals, Current Year Actuals, Encumbrances, Pre-encumbrances, and Budget Balance Available. Users can also view detailed information by clicking on hyperlinks within the report.

• All University Benefits Pool: The All University Benefits Pool report is a summary of your university-funded benefits; it includes: Budgeted Baseline, Budget Revised, Current Period Actuals, Current Year Actuals, Encumbrances, Pre-encumbrances, and Budget Balance Available. Users can also view detailed information by clicking on hyperlinks within the report.

• Budget Detail: The Budget Detail is a detail report of all of your budget transactions such as initial baseline budget load, benefits load, budget transfers, carry forward, etc. It includes: Scenario, Journal ID, Journal Line Description, Document Line Description, Journal Line Reference, Journal Date, Baseline Budget, and Revised Budget.

• Actuals Detail (Between Accounting Periods): The Actuals Detail (Between Accounting Periods) report gives you the actual revenue and expenditure transactions for a single month or a specific range of months. It includes: Account Type, Account Category, Document Source, Document ID, Document Date, Journal ID, Journal Date, Line Number, Line Description, Invoice ID, Vendor/Customer ID, Vendor/Customer Description, Reference, Reference 1, Reference 2, Fiscal Year, Period, and Actuals.

• Encumbrance Detail: The Encumbrance Detail report shows all year-to-date encumbrances and the vouchers associated with the encumbrances. The totals show the total funds that are still encumbered and have not yet become actual expenditures. It includes: Document Source, PO ID, PO Line Number, PO Line Description, Voucher ID, Document Date, Beginning Encumbrance, Current Encumbrance, and Ending Encumbrance.

• Pre-Encumbrance Detail: The Pre-Encumbrance Detail report shows all year-to-date pre-encumbrances and the encumbrances associated with the pre-encumbrances. The totals show you the total funds that are still pre-encumbered and have not yet become encumbrances. It includes: Document Source, Requisition ID, Requisition Date, Requisition Line Number, Requisition Line Description, PO ID, Vendor, Vendor Description, Beginning Pre-Encumbrance, Current Period Pre-Encumbrance, and Ending Pre-Encumbrance.



1.4 Report Defaults Each report on the Revenue/Expense Report has default settings that are applied if you do not set up your own personal preferences for the page using Page Options (see the user guide on Saving & Applying Filters in Data Warehouse for more on this).

• Revenue/Expense Summary report: By default the report will show you the current month under “Current Period Actuals” and year-to-date data through the current month under “Current Year Actuals.” You will see information for all chartfields to which you have access.

• All University Benefits Pool: By default the report will show you the current month under “Current Period Actuals” and year-to-date data through the current month under “Current Year Actuals.” You will see information for all chartfields to which you have access.

• Budget Detail: By default the report will show you all of your budget-related transactions for the current year through the current month for all of the chartfields to which you have access.

• Actuals Detail (Between Accounting Periods): By default the report will show you the current month’s actuals for all of the chartfields to which you have access.

• Encumbrance Detail: By default the report will show you all of your encumbrances for the current fiscal year through the current month. You will see information for all chartfields to which you have access.

• Pre-Encumbrance Detail: By default the report will show you all of your pre-encumbrances for the current fiscal year through the current month. You will see information for all chartfields to which you have access.


http://www.fullerton.edu/ittraining/peoplesoft/dw/user_guides/QRG-Saving_Data_Warehouse_Filters.pdf

http://www.fullerton.edu/ittraining/peoplesoft/dw/user_guides/QRG-Saving_Data_Warehouse_Filters.pdf


1.5 Using Column Headers to Sort Data Each report on the Revenue/Expense Report contains drop-down menus in the results section that allows you to select which column headers you want to see on the report.

Processing Steps Screen Shots The default setting for the column headers is in the following order: Department ID, Fund, Account, Account Description, Program, Class, and Project. The report is also sorted in ascending order (lowest to highest) in this order.

When you click on a drop-down menu, a list of available columns appears. To change to a different column header, simply select it from the list. The report will automatically be re-run and re-sorted according to your selection.

As soon as you make a selection, the report will re-run automatically. If you want to change multiple columns, you will need to wait until the report has re-run itself before changing the next column.



Column Header Descriptions

This section provides a description of all of the available column headers on each of the Revenue/Expense Reports.

Field Description Lvl 3 Fdescr This is equivalent to the Sub-Division/College designation.

Lvl 4 Fdescr This is equivalent to the Master Department designation.

Dept ID The Department ID associated with the transaction.

Dept Descr The name associated with the Department ID for the transaction.

Dept Fdescr Both the Department ID and the name associated with the Department ID appear.

Fund The Fund associated with the transaction.

Fund Descr The name associated with the Fund for the transaction.

Fund Fdescr Both the Fund and the name associated with the Fund appear.

Account The Account associated with the transaction.

Account Descr The name associated with the Account for the transaction.

Account Fdescr Both the Account and the name associated with the Account appear.

Program The Program associated with the transaction.

Program Descr The name associated with the Program for the transaction.

Program Fdescr Both the Program and the name associated with the Program appear.

Class The Class associated with the transaction.

Class Descr The name associated with the Class for the transaction.

Class Fdescr Both the Class and the name associated with the Class appear.

Project The Project associated with the transaction.

Proj Descr The name associated with the Project for the transaction.

Proj Fdescr Both the Project and the name associated with the Project appear.



1.6 Viewing Additional Details Each report on the Revenue/Expense Report allows you to click on hyperlinks within the search results to view additional details.

Processing Steps Screen Shots Step 1: Click on a hyperlink within your search results.

Step 2: Click on the detail link that appears.

Step 3: You are now viewing a page with detailed transaction information.

Step 4: To go back to the previous screen, click on the Return link at the bottom left of the screen.



2.0 Revenue/Expense Summary

The Revenue/Expense Summary report is a high-level summary of your finances; it includes: Budgeted Baseline, Budget Revised, Current Period Actuals, Current Year Actuals, Encumbrances, Pre-encumbrances, and Budget Balance Available. Users can also view detailed information by clicking on hyperlinks within the report.

Processing Steps Screen Shots

Accessing the Report Step 1: On the Revenue/Expense Report dashboard, click on Revenue/Expense Summary.

Step 1a: It may take several minutes for your data to appear. While the system is working to provide your results, you may see a “Searching” message.

Step 2: Your personal settings for the Page appear. If you have not set up your personal settings, the system defaults will automatically populate (see section 1.4). The Page is separated into two sections: the first is the filters for the Page; the second is the Revenue/Expense Summary Report results.




Filter Descriptions To narrow down your report results or to find a specific value, utilize the filters available on the Page. Once you have entered all of the filter criteria that you wish to use, click Apply.

Financial data is available in Data Warehouse from July 2010 – present.

Filter Description Fiscal Year The beginning calendar year of the Fiscal Year for which you

wish to view data (i.e. FY 2014-2015 = 2014).

Accounting Period

Year to date data as well as current month actuals. Default is the current Accounting Period (aka month).

Fund The specific fund(s) for which you wish to view data.

Account The specific account(s) for which you wish to view data.

Program The specific program(s) for which you wish to view data.

Class The specific class(es) for which you wish to view data.

Project The specific project(s) for which you wish to view data.

Division The specific campus division for which you wish to view data.

Sub-Division/College

The specific campus sub-division or college for which you wish to view data.

Master Department

A Master Department groups several departments together. Use this to select a specific master department for which you wish to view data.

Department The specific campus department ID(s) for which you wish to view data.



Column Descriptions This section covers the columns that are specific to the Revenue/Expense Summary report. For chartfield column descriptions, see page 8.

Main Summary Report

Field Description Baseline Budget The total amount of the baseline budget as of the Accounting Period in the report filters.

Revised Budget The total amount of all budget-related transactions (i.e. budget transfers, carry forward, etc) as of the Accounting Period in the report filters.

Current Period Actuals

The total amount of all expenditures that were posted during the Accounting Period in the report filters.

Current Year Actuals The total amount of all year-to-date expenditures as of the Accounting Period in the report filters.

Encumbrance The total amount of encumbrances still active as of the Accounting Period in the report filters.

Pre-Encumbrance The total amount of pre-encumbrances still active as of the Accounting Period in the report filters.

Budget Balance Available

This total is calculated based on your total budget (baseline + revised) minus your current year actuals, encumbrances, and pre-encumbrances.

Budgeted Baseline and Revised Budget

These columns appear when you click on the Budgeted Baseline summary total or the Budget Revised summary total on the main summary report.

Field Description Scenario The type of budget transaction.

Journal ID The identification number assigned to the budget transaction.

Jrnl Ln Descr The line description associated with the budget transaction.

Doc Ln Descr The header description associated with the budget transaction.

Jrnl Ln Ref The line reference for the budget transaction if entered.

Journal Date The date of the budget transaction.

Baseline Budget The amount of the transaction that was applied to the baseline budget.

Revised Budget The amount of the transaction that was applied to the revised budget.



Current Year Actuals

These columns appear when you click on the Current Year Actuals summary total on the main summary report.

Field Description Doc Src The type of transaction. Values include:

• BIL = Billing Accounting Lines • CSU = CSU Accounting Lines • HCM = Human Resources Accounting Lines • MJE = Manual Journal Entry • SFJ = Student Financial Journals • VCH = AP Voucher Accounting • YEC = Year End Accruals Accounting Lines

Document ID For each Doc Src, the document ID is a different type of identification number: • BIL = Invoice ID • CSU = CSU Batch Number • HCM = Run Date (date the process was run) • MJE = Journal ID • SFJ = Journal ID • VCH = Voucher ID • YEC = ID number associated with transaction

Document Date For each Doc Src, the document date denotes a different type of date: • BIL = Invoice Date • CSU = Date the process was run • HCM = Accounting Date • MJE = Date the journal was entered • SFJ = Date the journal was entered • VCH = Voucher Date • YEC = Date the transaction was entered

Journal ID The identification number associated with the accounting transaction that is posted to the general ledger.

Journal Date The date of the journal which determines the accounting period to which the system posts the journal.

Ln Number The line number on the transaction.

Ln Descr The line description associated with the transaction.

Invoice ID The identification number assigned to the invoice associated with this transaction.

Vendor/Customer ID

The identification number assigned to the vendor or customer associated with this transaction.

Vendor/Customer Name

The name of the vendor or customer associated with the transaction.

Reference The line reference for the transaction if entered. May denote a PO# or Work Order #, CashNet Item Code, or other identifying information.



Field Description Reference 1 Additional reference information for the transaction. For HCM transactions, this includes

FTE statistics amount if applicable. For VCH transactions, this includes the PO ID associated with the transaction.

Reference 2 Additional reference information for the transaction.

Fiscal Year The first calendar year of the fiscal year during which the transaction occurred. (i.e. FY 2014-2015 = 2014.)

Period The Accounting Period when the transaction was posted.

Actuals The amount of the transaction.

Encumbrance

These columns appear when you click on the Encumbrance summary total on the main summary report.


• ENC = Encumbrance Activity from a PO • VCH = AP Voucher Accounting

PO ID The identification number associated with the purchase order.

PO Ln The line number on the purchase order.

PO Ln Descr The line description on the purchase order.

Voucher ID The identification number associated with the voucher.

Document Date The date of the transaction.

Beginning Encumbrance

The total existing encumbrance amount at the beginning of the Accounting Period set in the report filters.

Current Encumbrance Any encumbrances that occurred during the Accounting Period set in the report filters.

Ending Encumbrance The total amount still left encumbered at the end of the Accounting Period set in the report filters.



Pre-Encumbrance

These columns appear when you click on the Pre-Encumbrance summary total on the main summary report.


• ENC = Encumbrance Activity from a PO • REQ = Pre Encumbrance from a Requisition

Req ID The identification number associated with the requisition.

Req Date The date of the requisition.

Req Ln The line number on the requisition.

Req Ln Descr The line description on the requisition.


Vendor The vendor identification number.

Vendor Descr The vendor name.

Beginning Pre-Encumbrance

The total amount of funds pre-encumbered at the beginning of the Accounting Period set in the report filters.

Current Period Pre-Encumbrance

The total amount of funds pre-encumbered during the Accounting Period set in the report filters.

Ending Pre-Encumbrance

The total amount of funds still pre-encumbered at the end of the Accounting Period set in the report filters.




Additional Report Links and Layouts At the bottom of the Revenue/Expense Summary report are additional links and layouts. Revenue/Expense Summary (without All University Benefits Pool) will run the Revenue/Expense Summary report in a new window without university-funded benefits included. Revenue/Expense Summary (with Project to Date) will run the Revenue/Expense Summary report in a new window with a Project to Date Actuals column.



3.0 All University Benefits Pool

The All University Benefits Pool report is a summary of your university-funded benefits; it includes: Budgeted Baseline, Budget Revised, Current Period Actuals, Current Year Actuals, Encumbrances, Pre-encumbrances, and Budget Balance Available. Users can also view detailed information by clicking on hyperlinks within the report.


Accessing the Report Step 1: On the Revenue/Expense Report dashboard, click on All University Benefits Pool.


Step 2: Your personal settings for the Page appear. If you have not set up your personal settings, the system defaults will automatically populate (see section 1.4). The Page is separated into two sections: the first is the filters for the Page; the second is the Revenue/Expense Summary (All University Benefits Pool) report results.





Although Fund is an available filter for this report, university-funded benefits are only applicable to THEFD.



Accounting Period










Master Department





Column Descriptions This section covers the columns that are specific to the University Benefits Pool report. For chartfield column descriptions, see page 8.

Main Summary Report

Field Description Budgeted Baseline The total amount of the baseline budget as of the Accounting Period in the report filters.

Budget Revised The total amount of all budget-related transactions (i.e. budget transfers, carry forward, etc) as of the Accounting Period in the report filters.

Current Period Actuals

The total amount of all expenditures that were posted during the Accounting Period in the report filters.

Current Year Actuals The total amount of all year-to-date expenditures as of the Accounting Period in the report filters.

Encumbrance This column will always be zero as there are no encumbrance-related transactions with university-funded benefits.

Pre-Encumbrance This column will always be zero as there are no pre-encumbrance-related transactions with university-funded benefits.

Budget Balance Available

This column will usually be zero as typically university-funded benefits are applied in the same accounting period as the actual expenditures, resulting in a zero balance.

Budgeted Baseline and Revised Budget

These columns appear when you click on the Budgeted Baseline summary total or the Budget Revised summary total on the main summary report.



Jrnl Ln Descr The description associated with the budget transaction.








4.0 Budget Detail

The Budget Detail is a detail report of all of your budget transactions such as initial baseline budget load, benefits load, budget transfers, carry forward, etc. It includes: Scenario, Journal ID, Journal Line Description, Document Line Description, Journal Line Reference, Journal Date, Baseline Budget, and Revised Budget.


Accessing the Report Step 1: On the Revenue/Expense Report dashboard, click on Budget Detail.


Step 2: Your personal settings for the Page appear. If you have not set up your personal settings, the system defaults will automatically populate (see section 1.4). The Page is separated into two sections: the first is the filters for the Page; the second is the Budget Detail Report results.







Accounting Period










Master Department



Column Descriptions This section covers the columns that are specific to the Budget Detail report. For chartfield column descriptions, see page 8.



Jrnl Ln Descr The description associated with the budget transaction.








5.0 Actuals Detail (Between Accounting Periods)

The Actuals Detail (Between Accounting Periods) report gives you the actual revenue and expenditure transactions for a single month or a specific range of months. It includes: Account Type, Account Category, Document Source, Document ID, Document Date, Journal ID, Journal Date, Line Number, Line Description, Invoice ID, Vendor/Customer ID, Vendor/Customer Description, Reference, Reference 1, Reference 2, Fiscal Year, Period, and Actuals.


Accessing the Report Step 1: On the Revenue/Expense Report dashboard, click on Actuals Detail (between Accounting Periods).


Step 2: Your personal settings for the Page appear. If you have not set up your personal settings, the system defaults will automatically populate (see section 1.4). The Page is separated into two sections: the first is the filters for the Page; the second is the Actuals Detail Report results.







Accounting Period

The specific month or range of months for which you wish to view data.

Account Type The type of transactions you wish to view: All, Revenue, or Expenditures.

Account Category

The category or categories of transactions that you wish to view.









Master Department





Column Descriptions This section covers the columns that are specific to the Actuals Detail (Between Accounting Periods) report. For chartfield column descriptions, see page 8.


• BIL = Billing Accounting Lines • CSU = CSU Accounting Lines • HCM = Human Resources Accounting Lines • MJE = Manual Journal Entry • SFJ = Student Financial Journals • VCH = AP Voucher Accounting • YEC = Year End Accruals Accounting Lines

Document ID For each Doc Src, the document ID is a different type of identification number: • BIL = Invoice ID • CSU = CSU Batch Number • HCM = Run Date (date the process was run) • MJE = Journal ID • SFJ = Journal ID • VCH = Voucher ID • YEC = ID number associated with transaction

Document Date For each Doc Src, the document date denotes a different type of date: • BIL = Invoice Date • CSU = Date the process was run • HCM = Accounting Date • MJE = Date the journal was entered • SFJ = Date the journal was entered • VCH = Voucher Date • YEC = Date the transaction was entered

Journal ID The identification number associated with the accounting transaction that is posted to the general ledger.

Journal Date The date of the journal which determines the accounting period to which the system posts the journal.

Ln Number The line number on the transaction.

Ln Descr The line description associated with the transaction.

Invoice ID The identification number assigned to the invoice associated with this transaction.

Vendor/Customer ID

The identification number assigned to the vendor or customer associated with this transaction.

Vendor/Customer Name

The name of the vendor or customer associated with the transaction.

Reference The line reference for the transaction if entered. May denote a PO# or Work Order #, CashNet Item Code, or other identifying information.



Field Description Reference 1 Additional reference information for the transaction. For HCM transactions, this includes

FTE statistics amount if applicable. For VCH transactions, this includes the PO ID associated with the transaction.

Reference 2 Additional reference information for the transaction.

Fiscal Year The first calendar year of the fiscal year during which the transaction occurred. (i.e. FY 2010-2011 = 2010.)

Period The Accounting Period when the transaction was posted.

Actuals The amount of the transaction.



6.0 Encumbrance Detail

The Encumbrance Detail report shows all year-to-date encumbrances and the vouchers associated with the encumbrances. The totals show the total funds that are still encumbered and have not yet become actual expenditures. It includes: Document Source, PO ID, PO Line Number, PO Line Description, Voucher ID, Document Date, Beginning Encumbrance, Current Encumbrance, and Ending Encumbrance.


Accessing the Report Step 1: On the Revenue/Expense Report dashboard, click on Encumbrance Detail.


Step 2: Your personal settings for the Page appear. If you have not set up your personal settings, the system defaults will automatically populate (see section 1.4). The Page is separated into two sections: the first is the filters for the Page; the second is the Encumbrance Detail Report results.







Accounting Period










Master Department





Column Descriptions This section covers the columns that are specific to the Encumbrance report. For chartfield column descriptions, see page 8.


• ENC = Encumbrance Activity from a PO • VCH = AP Voucher Accounting


PO Ln The line number on the purchase order.

PO Ln Descr The line description on the purchase order.

Voucher ID The identification number associated with the voucher.

Document Date The date of the transaction.

Beginning Encumbrance

The total existing encumbrance amount at the beginning of the Accounting Period set in the report filters.

Current Encumbrance Any encumbrances that occurred during the Accounting Period set in the report filters.

Ending Encumbrance The total amount still left encumbered at the end of the Accounting Period set in the report filters.



7.0 Pre-Encumbrance Detail

The Pre-Encumbrance Detail report shows all year-to-date pre-encumbrances and the encumbrances associated with the pre-encumbrances. The totals show you the total funds that are still pre-encumbered and have not yet become encumbrances. It includes: Document Source, Requisition ID, Requisition Date, Requisition Line Description, PO ID, Vendor, Vendor Description, Beginning Pre-Encumbrance, Current Period Pre-Encumbrance, and Ending Pre-Encumbrance.


Accessing the Report Step 1: On the Revenue/Expense Report dashboard, click on Pre-Encumbrance Detail.


Step 2: Your personal settings for the Page appear. If you have not set up your personal settings, the system defaults will automatically populate (see section 1.4). The Page is separated into two sections: the first is the filters for the Page; the second is the Pre-Encumbrance Detail Report results.







Accounting Period










Master Department





Column Descriptions This section covers the columns that are specific to the Pre-Encumbrance report. For chartfield column descriptions, see page 8.


• ENC = Encumbrance Activity from a PO • REQ = Pre Encumbrance from a Requisition

Req ID The identification number associated with the requisition.

Req Date The date of the requisition.

Req Ln The line number on the requisition.

Req Ln Descr The line description on the requisition.


Vendor The vendor identification number.

Vendor Descr The vendor name.

Beginning Pre-Encumbrance

The total amount of funds pre-encumbered at the beginning of the Accounting Period set in the report filters.

Current Period Pre-Encumbrance

The total amount of funds pre-encumbered during the Accounting Period set in the report filters.

Ending Pre-Encumbrance

The total amount of funds still pre-encumbered at the end of the Accounting Period set in the report filters.


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