nVision Reporting

Rohin WhitfordFinance Business Solutions – User Support & Training

Finance Systems Training

Slide # Topic

3 Agenda4 Our systems5 NS Financials overview6 What is nVision9-14 Layouts & Scopes15-19 Recommended reports20-23 Drill down options26-31 Scheduling reports in NS Financials34 Further support & guidance

Slide Directory

Agenda

• NS Financials Overview

• What is nVision

• Citrix Login

• Layouts and Scopes

• List of Recommended Reports

• Drill Down Options

• Saving & Printing Reports

• Scheduling Reports within NS Financials

• Help and Support

FIMS (Calumo) NS Financials

Management Reporting

Student Administration

HRMS / Payroll

General Ledger updates overnight

Finance Portal

n/Vision

Our Systems

General LedgerGeneral Ledger

Asset Management *

Asset Management *

Accounts Payable

Accounts Payable

eProcurementeProcurement

Accounts Receivable*

Accounts Receivable*

PurchasingPurchasing BillingBilling

Budgeting Software

(monthly interface from PeopleSoft

Budgeting Software

(monthly interface from PeopleSoft

Procurement Card

Procurement Card

ExpensesExpenses

ExpenditureExpenditure

Pre-encumbrancePre-encumbrance

RevenueRevenue

DebtorsDebtors

* No Commitment Control

NS Financials Overview

PS/nVision retrieves information from the NSF database and places it into a Microsoft Excel spreadsheet, in a form that helps you see the big picture, explore details, and make decisions.

You use familiar Excel commands to format and analyse the data.

With PS/nVision, you spend your time analysing results rather than summarising data and entering it into a spreadsheet.

What is nVision?

PS/nVision Login

http://www.fin.unsw.edu.au/

Citrix Login

Layouts and Scopes

Layouts and Scopes

Layout (or Instance)

To specify the data you want to bring into Excel, you use a report layout. A report layout is an Excel spreadsheet used as a template to define how a report looks and the type of information that goes into the spreadsheet’s different cells. A layout does not contain data from the database. Rather, it specifies what data should be mapped directly into your report. Once a library of report layouts has been created, select an existing layout that best suits your needs. At UNSW Layouts are preset – you cannot create your own.

Scope

A report scope allows you to create multiple instances of a report using a single report layout and report request. Using a scope, each report instance contains data specific to an individual field value, such as a business unit, department, account or project, or to a group of values, such as a tree node that summarises all sales departments. In this way, each report instance can share the same layout, while containing data unique to these field values. You might run three instances of an expense report that share the same layout but contain the details of one division each.

Report

Scopes

Scope is usually a project id or department

Search Scopes

Scopes

List of nVision Reports

/

F1 Standard Financial Statement (P&L)

F3 Financial Statement by Fund Group

F4 Trial Balance

P1 Standard Project P&L

Res_Stat Research Statement

GLFS General Ledger Financial Statement

PrjStatS Projects Summary Report

PCSUMLTD Project Summary- Life to Date

F5 Full Year Financials Statement with Commitments

D2 Summary Financial Statement by Department

PrjStatD Project Detailed Report

F1 Financial Statement

How much I have spent this year against my budget?

What I have spent on?

Centre

School

Faculty

F1 Financial Statement

Trial Balance

How much I have spent on individual accounts?

What are the transactions?

Centre

School

Faculty

Trial Balance

Drill Down OptionsActual Journal Lines

Accrual Journal Lines

AP Vouchers excl Procurement Cards

Procurement Card Transactions

HRIS Payroll

Purchase Order Details

Billing Line Details

Actual Journal Lines / ... for Totals

Source – To identify the information (the following in red provide further drilldown options):

AM – Asset Management (Asset Management)AP – Accounts Payable (AP Vouchers excl Procurement Cards or Procurement Card Transactions)AR – Accounts Recievable (Billing Line Details)BI – Billing Information (Billing Line Details)PO – Purchase Orders (Purchase Order Details)ZPA – Accrual Journal Lines (Accrual Journal Lines)ZPC –Payroll Encumbrance (HRIS Payroll Encumbrance)ZPY – Payroll Salary (HRIS Payroll Salary)

The following are some of the common Source Codes that does not provide further drilldown options

ALO – Allocation processEOM – End of Month Journal (It can be either Actuals or Accruals)GST – GST AdjustmentsINT – Interest Distribution (System generated)OLE – Online Encumbrance (Commit.) Entry JournalONL –Online Journal EntryPRT – Payroll Tax (System generated)SSJ – Spreadsheet Journal

Source

Exercise

F1_Std Financial Statement

COFA

Entertainment -

Actual Journal Lines

AP excl Procurement Card

Procurement Card

Sundry Other Revenue - YTD

Account by Period

Billing Line Details

Exercise

PrjStatSCOFA

PS19432 - Revenue

Billing Line Details

Non People Costs

Total Commitment

PrjStatD PS19433

Scheduling Reports

Reporting Console

First time users will need to select Preferences.

Ensure that the tick box labelled Enabled under the heading Process Request Notification is ticked.

Adding Reports to the Reporting Console

Ensure the Process Bookmarks radio button is selected as well as the type of process you are scheduling (in this case nVision Report)

Select the report you want to schedule.

Running a report from the Reporting Console

1.Select the date you’d like the report to run to

2.Choose email as the Type

3.Choose Excel as the format for the report

4.Select the scope for your report

1. Choose a Scope

2. Enter the File Template(if unsure copy)

3. Enter the Directory Name(if unsure copy)

4. Enter your email address.

Running a report from the Reporting Console

Running a report from the Reporting Console

Choose the date & time you want the report to run – run larger reports overnight so that it reduces the load on the systems during business hours

Important things to Remember

Saving Reports• The report can be saved to client drive

• Save any drill you also require – you cannot drill down on summary totals in your saved report files.

Important things to Remember

• Information provided is up to the close of business of the previous day and may include some journals posted to the current day.

• Beware when running LTD (Life To Date) reports in NS Financials – run them in Citrix instead.

Reports may also be scheduled (preferably overnight) in NS Financials via the Reporting Console and delivered by email

Support & Guidance

• Finance Website – Reportinghttps://www.fin.unsw.edu.au/Reporting/Reporting.html

• UNSW Finance Reporting Guidehttps://www.fin.unsw.edu.au/files/Training/nVisionReports/Reporting_User_Guide.pdf

• Faculty Finance Managers & Management Accountantshttps://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#8

• Online Training Toolhttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html

• Quick Reference Guideshttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html

User Support & Training

Questions?

• Finance Website – Traininghttps://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html

• Training EnquiriesRohin Whitford, Finance TrainerExt. 53550, Email fti@unsw.edu.au