financial services | february 2016€¦ · report security – vps, budget officers and department...

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


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.


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.


OptimalComputerSettingsInternetExploreristhepreferredbrowsertousewhenrunningreportsinCognos.Theparameterscreenscontainnumerouschoicesfromwhichusersmayselect.Consideringtheamountofdataonthescreen,theyhavebeenoptimizedtobeviewedwithascreenresolutionsettingof1440x990pixels ataminimum .UserscanupdatesettingsbygoingtoStart,Settings,ControlPanelandthenSettings.UsersneedingtorenewcredentialsshouldseeAppendixAonpage28.

LaunchingCognos10.2LaunchInternetExplorer.IntheURL/Addressbar,enter:

https://cognos.wfu.edu/Cognoswillloadintothebrowserandthelogonscreenwillappear.

Thestandardnetworkloginandpasswordshouldbeentered.Note:UserCognospasswordswillchangealongwithnetworkpasswordchanges.PressOK.


NavigatingtotheCampusFinancialReportsOncethelogonprocessiscomplete,userswillnavigatewithinCognosConnectiontothespecificdirectorythathousestheenduserfinancialreports.Fromthemain‘PublicFolders’directory,clickon‘Finance’andthenon‘FinancialEndUserReports’.Thisiswherealloftheavailablereportswillbelisted.

Allcampusfinancialreportswillbevisiblewhetherornotthereportsareapplicabletotheuser.Remember,however,thatuserswillonlyhaveaccesstotheirdesignatedinformation.Inordertorunareport,simplyclickonthereporttitle.


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


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


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.


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


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.


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.


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


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.


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.


ClickFinishorCancel.Atthispoint,click‘Finish’toexecutethereportor‘Cancel’toreturntothemainmenu.


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.


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.


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.


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.


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.


Step6:ChoosetheDesiredActivityCode s toFiltertheReport.Thisparameterallowsfortheselectionofspecificactivitycodestoberetrievedinthereport.Alluserswillseeallactivitycodesastheseareusedacrossfundsanddepartments.Theseparametersareoptional.

Step7:ChoosetheDesiredLocationCode s toFiltertheReport.Thisparameterallowsfortheselectionofspecificlocationcodestoberetrievedinthereport.Alluserswillseealllocationcodesastheseareusedacrossfundsanddepartments.Theseparametersareoptional.

Step8:EntertheDesiredDocumentNumbertoFiltertheReport.Thisparameterallowsuserstoenterspecificormultipledocumentnumbers.AppendixBonpage29containsalistingofBannerdocumentnamingconventionswhichusersshouldreferencewhenusingthisparameter.Thetypeofdocumentthatcanbeentereddependsonwhichreporthasbeenselectedtorun:


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.


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.


ParameterPagesOneofthemostimportantfeaturesofallthereportsisthepagethatlistsalloftheselectedparameters.Asampleisbelow.Everyparameterenteredonapromptscreenisdisplayedonthereport’sparameterpage.Alsoincludedarewhenandwhoranthereport,andthedatasource.Usethistoconfirmwhenandhowthereportwasrun.Thisinformationisveryhelpfulifareportreturnsunexpectedresultsorforcomparingreportsrunatdifferentpointsintimeusingthesameparameters.


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.


TochangeCognospreferencestoalwaysexporttoaparticularoptionwhenrunningareport,pleaseseeAppendixDregarding‘SettingCognosOutputPreferences’onpage33.

Toreturntothemainfoldermenu,clickonthereturnicon onthetoprightofthebluetoolbar.

PrintingToprintthereportsastheyare,thebestwaytoprintthemistofirstusethePDFviewingicon ,andthenprintfromAdobeAcrobatusingtheprinticonwithinthemainwindow.DonotusetheprintoptionlocatedundertheFilecommandonthebrowsertoolbar.

ExcelMacrosExcelmacrosaredeliveredtosubtotaltheTransactionDetail,Salary&FringeDetailandSalary&FringeEncumbranceDetailreportsaswellastolabelworksheetsforExcel2007andExcel2002summaryreports.VisittheFinancialServiceswebsite,http://finance.wfu.edu/cognos,tosee: Ademonstrationvideodescribingwhathowthemacrosperform Printabledirectionsonhowtodownloadandinstallthemacros


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


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.


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


AppendixC:ConfiguringPop‐upBlockerforDownloadsUsersmayfindthatnothinghappenswhenattemptsaremadetorunfinancialreportstoExcelwhileutilizingInternetExplorer.ThismaybebecauseofapreferencesettingwithinInternetExplorer.Followtheinstructionsbelowtocorrecttheissue.PleasenotethatusersshouldnothaveanythirdpartytoolbarsinstalledwithinInternetExplorer e.g.AOL,Yahoo!andGoogletoolbars asthiscouldalsoimpacttheabilitytodownloadtoExcel.Step1:LaunchInternetExplorer.Step2:Navigatetothe‘Tools’menuandthenchoose‘InternetOptions’.


Step3:ClickontheSecuritytabandthenpresstheCustomLevel…button.

Step4:ScrolldowntotheDownloadssection.EnsurethatalltheitemsintheDownloadssectionaremarkedasEnable.

Step5:Awarningmessagewillappearaskingforconfirmationofanychanges.Click‘Yes’andthen‘OK’atthemaindialogueboxtoresumenormalInternetExploreroperation.


ForfurtherquestionsorassistancewithInternetExplorer’sPop‐upBlockerfeature,pleasecontacttheInformationSystemsServiceDeskatx4357.


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.

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