revised november, 20071 report reading. revised november, 2007 2 topics report basics accessing...

revised November, 2007 1

Report Reading


Topics

Report Basics Accessing Reports Report Distribution Module Report Listing Report Navigation

Types of Reports Reading Reports

Appendix Accessing Reports from the Web Acrobat Reader Quick-reference


Report Basics

What are reports? The reports offer a ‘snapshot’ of account

activity and summary information at a particular point in time.

The reports are available on-line only. Oracle Financial Management System (FMS) access is not required to view reports online.

The reports contain essentially the same information as FMS online but structured a bit differently.


Report Basics

What is OU’s Fiscal Year (FY)? The Fiscal Year runs from July 1st thru June

30th. How often are reports run?

The Financial Reports are produced each month. There is also a Financial Statement that is produced at fiscal year-end.

The Financial Statements are audited at fiscal year-end by an Independent Audit firm. They are located at;http://www.ohio.edu/finance/controller/reports.cfm


Report Basics

When is each month closed? The books for each month are closed on the

fourth business day after the month ends. This allows the finance staff time to process applicable transactions before the closing process.

At year-end you will receive reports for June 1st Close and June 2nd Close. This allows the finance staff time to process all applicable FY transactions and close the Fiscal Year.


Accessing Reports

After the closing process you will receive an email that will include a link to your on-line reports.

Included in the email is a section labeled ‘Business Matters’. This is an important communication tool from Finance to you. It is crucial that you read this material each month.


Accessing Reports If you did not receive the reports e-mail;

Contact your Budget Unit Manager (BUM) in order to become a report recipient. Budget Unit Managers are generally responsible for the

finances within each Planning Unit and are responsible for determining the list of report recipients.

If necessary, contact the General Accounting & Financial Reporting staff for the name of your Budget Unit Manager. Tanya Hire (597-1417), [email protected], or Cindy Smith (593-1898), [email protected]


Accessing Reports Your BUM must request your report access via

email to Cindy Smith, (contact information listed on previous screen). The following information must be included in the email; Name of Employee for which you are requesting

access Oak Id of Employee Employee ID # (only needed if requesting prior months

reports)

To find id#, click on link; http://eelookup.admsrv.ohio.edu/eelookup/

List of Account Numbers to view;To receive reports for all the projects in your

organization/s, list only the organization/s number/s.To receive only reports for specific project numbers

within an organization, list only the project number/s.


Accessing Reports

Why did I receive the reports e-mail? Your Budget Unit Manager listed you as a

recipient for the Organization(s) and/orProject(s) included in the reports you received

All Principal Investigators (PI’s) are automatically setup in the system to receive project reports for their restricted accounts. Project Reports are reports received for Grant and Plant Fund Accounts.


Accessing Reports, Cont’d… Open the email from Finance Click here to sign-on to the

Report Distribution Moduleand view reports. This link will take you directly to the Enterprise Business System Portal. This Portal is also accessible directly from the OU Webpage.

This link will take you to the latest edition of Business Matters. This is one of the main tools that Finance uses to communicate important information to their customers.


Accessing Reports, Cont’d…

Sign on to the Enterprise Business System Portal.

1. Enter your Oak ID here

2. Enter your Oak password here

3. Click the Connect button


Accessing Reports, Cont’d…

Click the OUFMS Reporting responsibility.

Click the FMS Reports link. Note: If you are taken directly to the Report Distribution Module it is because you have only oneresponsibility.

Responsibilities


Report Distribution Module

Report Month

The date the report was run.

Your name listed as the report recipient.

The name of the report. Generally indicates reportcontent.

FMS Report Identificationnumber


Report Distribution Module1. Select the month you wish to view. Click the drop down arrow to view prior month’s reports.

2. Click the Report Name link of the reportyou wish to view. A new browser windowOpens with Adobe Acrobat tools to view report.


FMS Report ListFMS-M100

Natural Accounts by Cost Center

FMS-M110

Cost Center by Planning Unit

FMS-M200

Project Account Expenditure Detail

FMS-M210

Project Account Summary

FMS-M316

Endowments Account by Planning Unit

FMS-M350

Research Incentive Distribution Process-Distribution by Project

FMS-M351

Research Incentive Distribution Process-Distribution by Research Incentive Project

FMS-M900

Detail Ledger Activity (does not include any detail for Project Accounting)

FMS-M910

Open Purchase Orders by Cost Center

PAY-M940

Payroll Expense Distribution Detail – Cost Center by Employee

PAY-M941

Payroll Expense Distribution Detail – Cost Center by Natural Account


M110

M100

M900

PAY-M941

M910

PAY-M940

Cost Center by Planning

Unit

Natural Accounts by Cost Center


Payroll Detail-Cost Center by Employee

Payroll Detail-Cost Center by Natural Account

Detail Ledger Activity

Cost Center Report summarized at each Natural Account level

Detail Reports for a Cost Center

Report Pyramid for Operating and Foundation

Accounts

Summary Report For Multiple Cost Centers


M210

M200

PAY-M941

M910

PAY-M940

Project Account Summary


Payroll Detail-Cost Center by Employee

Payroll Detail-Cost Center by Natural Account

Project Account Expenditure Detail

Project/ Cost Center Detail Report sorted by Task/SubTask and

Expenditure Type

Detail Reports for a Cost Center

Report Pyramid for Grant and Plant Fund Accounts

Summary Totals at Project, Task, and

SubTask Levels sorted by

Expenditure Category


Report Navigation: FMS-M110

Cost Center by Planning Unit The purpose of FMS-M110, is to compare, by cost center, actuals versus budget, with subtotals by organization for a planning unit. This is a one line summary of each Cost Center.


M110 Report Banner Page

Field Description

Recipient Name The name of the report recipient

Employee Num The recipient’s employee number

Description Description of the report contents

Includes Indicates parameters included in the report

Excludes Indicates parameters excluded from the report

Transaction Types Which types of transactions are included in the report

Replaces Names of CUFS reports replaced by this one

Mouse, Mickey


Field Description

The Report Header information for every report uses the same format. This information remains consistent throughout the report. From left to right, the information given includes:

Report ID: The FMS report ID number.

Report Name The name of the report is always found at the top-center of the page.

Month The period-thru date. The report contains information thru the end of this period.

Page Indicates individual page numbers and total number of pages for the report

Date and Time Date and Time that the report was run.

The Page Header section contains cost-center information that relates specifically to the information presented on this page. The Page Header information is relevant for every account/entry on the page and eliminates the need for repeating this information in the report itself. In the above example, the Planning Unit, Planning Unit Head, Fund Type and Fund are listed in the Page Header and are the same for all of the accounts listed on the page.

Mouse, Mickey


The Column Header information identifies the specific information found underneath it. The Cost Center column includes the two segments that complete the cost center information not given in the Page Header information: Organization and Project segments. This report subtotals by Organization then by Fund Type/Fund. It displays the Cost Centers in numerical sequence.

Project Number and Name

Organization Number and Name

Organization Subtotals

Subtotals for Planning Unit/Fund Type/Fund combination

Mouse, Mickey


Displays the Budget

amount for Operating

Accounts or Beginning Balance for Foundation Accounts

Displays the Actual

Expenditure Totals for the

current Report Month

Displays the YTD open

Encumbrances thru the current

month-end.

Displays the sum of the Actual

Expenditures from July 1st thru the current Report

Month plus the YTD open

encumbrances thru the current month-

end

A C

Displays the Available Budget (remaining balance) and the Available

Percent at the current month-end.

(A-B=C)

Displays the Report Month-end. This report

will display activity from July 1, 05 thru

June 30, 06

The Cost Center is the combination of the Fund Type, Fund, Organization, Natural Account number, and Project Number. The Cost Center is completed and identified by the project and organization segment values found in this column. In this example the Cost Center would be;

010-0000-21010-XXXXXX-000000000

With the x’s being the natural account numbers not shown on this report.

B

Displays Prior Fiscal Year ActivityDisplays Current Fiscal Year Activity thru Month-end

Mouse, Mickey


The Prior Fiscal Year section includes information from the prior Fiscal Year. See the column descriptions above.

Project Number and Name

Organization Number and Name

Organization Subtotals

Displays the Budget


Accounts or Balance for Foundation Accounts as

of June month-end in the prior Fiscal Year

Displays the Actual Expenditure Totals for the

Report Month displayed but in the Prior Fiscal Year

Displays the sum of the

Actual Expenditures plus the YTD

open Encumbrances for the Report

Month displayed but

in the Prior Fiscal Year

Displays the Available Percent (remaining budget

available but reflected in %) at the current month-end

but for the Prior Fiscal Year.

(A-B=C)

BA C


Actual Expenditures

plus the YTD Open

Encumbrances from July 1st thru the June month-end

for the Prior Fiscal Year

Mouse, Mickey



Natural Accounts by Cost Center The purpose of FMS-M100, is to compare, by Natural Account code, all resources and obligations versus budget for a cost center.

This is a list of all Natural Account activity for the Cost Center.

Resources = income (i.e. tuition and internal billing authorizations).

Obligations = expenses and encumbrances (i.e. direct payment for supplier invoices and purchase order for supplies).



The M100 displays the Cost Center Detail by Natural Account summary which means that it displays a list of all Natural Account activity (all income and expenditure activity) for each cost center listed for the particular recipient.


The FMS-M100 displays Resources first (if applicable) then Obligations with Natural Account activity in sequence. Each row displays the Budget/Beginning Balance, Month Actuals, YTD encumbrances, YTD Actuals with Encumbrances, Available Budget, and Available Percent for each Natural Account code. The Natural Account Codes and descriptions are listed under the Natural Account column in the middle of the report.

The M100 subtotals each Natural Account Resource and Obligation category.

It also displays Total Resources and Total Obligations for each column. At the end of each cost center, it displays a Net Total Resources and Obligations for each column.

Natural Account Code and Description

Duck, Donald

Mouse, Mickey


Displays the Budget


Accounts or Beginning Balance for Foundation Accounts

A

Cost Center

Displays the Actual

Expenditure totals and/or

Revenue deposited for the current

Report Month

Displays the YTD open

Encumbrances thru the

current month-end.

Displays the sum of the Actual Expenditures and revenue deposited from

July 1st thru the current Report Month plus the

YTD open encumbrances thru the

current month-end

Displays the Available Budget (remaining balance) and the Available

Percent at the current month-end.

(A-B=C)

B C

Displays Current Fiscal Year Activity thru Month-endDisplays Prior Fiscal Year Activity

Duck, Donald

Mouse, Mickey


Departments may budget

expected revenue.

Revenue is a credit. The

Budget Column is a natural debit

column. Therefore,

the credit will be displayed in brackets.

A

Cost Center

Displays the Actual

Revenue transaction

Totals (all revenue

deposited or credited via a journal entry to a specific

revenue source code)

for the current

Report Month

Displays the YTD open Encumbrances

thru the current

month-end.


Actual Revenue

transactions from July 1st

thru the current Report

Month plus the YTD open encumbrances

thru the current month-

end.

Displays the Available Budget (remaining balance) and the Available Percent at the current month-end. (A-

B=C)

This column is a natural debit column. If there is a positive number in this column then you have money

available to spend. If there is a number in brackets, for instance the <5890.00> listed in the Application Fee

revenue source code row, then that money is not available to spend. In that instance the dept. budgeted expected revenue of $160,000 and they only received

$154,110.

In the totals at the end of the Available Budget column, the <5890.00> would subtract from the other available

balances.

B C

Mouse, Mickey

Resources are sources of Revenue that are either budgeted (credited) to a revenue resource code in the cost center or deposited (credited) using a specific revenue resource code in the cost center.

Revenue Resource Codes and

descriptions


Mouse, Mickey

Duck, Donald

The Prior Fiscal Year section includes information from the prior Fiscal Year. See

the column descriptions below.

Natural Account Code and Description Displays the

Budget amount for Operating

Accounts or Balance for Foundation Accounts as

of June month-end in the prior Fiscal Year

Displays the Actual Expenditure Totals for the

Report Month displayed but in the Prior Fiscal Year



open Encumbrances for the Report

Month displayed but

in the Prior Fiscal Year

Displays the Available Percent (remaining budget

available but reflected in %) at the current month-end

but for the Prior Fiscal Year. (A-B=C)

A



Open Encumbrances

from July 1st thru the June

month-end for the Prior Fiscal

Year

Natural Account Codes are totaled by Series or categories of similar expenditure types.

Natural Account Series Subtotals

B C



Detail Ledger Activity The purpose of FMS-M900, is to list each actual and budget transaction that posted against the cost center by Natural Account. The report is sorted sequentially by Natural Account number.

This detail does not include encumbrance activity. The encumbrance activity is displayed on the FMS-M910 report.



111111

Mouse, Mickey


Cost Center

Each Natural Account is

subtotaled by Actual

Expenditures and/or Budget transactions

for the month

Effective Date of the Batch

Supplier or Customer

name

Natural Account

number and name

Line Description will describe the expense,

Pcard transaction, journal entry

or budget entry

Project Name that matches

Project Number in the Cost

Center

1234569789101123

1234569789101123

Mouse, Tim

Mouse, Tim


Name of the General Ledger

Journal

Source of the transaction. This

will show the derivation of the entry. It may list

an FMS module, an interface source, or that it is a manual

entry.

Category of the transaction. This

will show the type of entry. It may be from an interface, a purchase invoice, a

journal entry, a budget journal. an internal billing, an adjustment, or an

accounting correction.

Mouse, Minnie

Duck, Donald

12345123456789


An example of revenue posted to the revenue resource code #040681, Miscellaneous Income

using a Manual Journal Entry. The revenue of $111.38 was credited to this cost center. It is displayed in brackets <111.38> because the Actual Column is a natural debit column.

Minnie Mouse

The FMS-M900 Detail report displays the Actual Revenue transaction detail (all revenue deposited or credited via a journal entry to a revenue source code) for the current Report Month. Revenue transactions are those posted to a Revenue resource code. Natural account codes that account for revenue transactions all begin with #04.

Revenue Resource Code and description

[email protected], Central Food Facility, 10/03/06

Fast Food Department

An example of revenue posted to the revenue resource code #040252, Sale of Raw Food

from a deposit via an interface transaction using the CASHNET system. The CASHNET

system is the application that records deposits and transfers the deposits to the appropriate

cost center. The revenue of $55.94 was credited to this cost center. It is displayed in

brackets <55.94> because the Actual Column is a natural debit column.


The Cost Center totals for both the Actual

Expenditures and Budget Transactions for the current month.

FMS-M100: The Actual Expenditures

total from the FMS-M900 report will match the FMS-

M100 report Month Actual total column.

FMS-M110:The Actual Expenditures total from the FMS-

M900 report will match the FMS-M110 report Month Actual total column.

How do my totals from the FMS-M900 Detail report tie into the FMS-M110 report and the FMS-M100 report?



Open Purchase Orders by Cost Center The purpose of FMS-M910, is to list the open purchase orders by Organization and Project sorted by Fund Type, Fund, Natural Account.



111111

Mouse, Mickey


Mickey Mouse

Mouse, Minnie

Amount charged to the Cost Center. This will be reflected in

the Actual Expenditure Totals for the Cost Center.

The amount remaining to be paid by the Cost

Center. This amount is the encumbered

amount as of the month-end. This total will always match

the total encumbered

amount for the month displayed on the FMS100

and FMS110 report.

Cost Center

The report is sorted

sequentially by Natural Account

Codes and Descriptions

The OU Staff member that was listed as the requestor

on the Requisition

Form

Date the Purchase Order was

encumbered

Description of the line item listed on the

purchase order.

Status of the Purchase Order. It

should always display

‘Approved’.

Supplier Name

The ‘Open Status’ of the PO

will be displayed. It will

display either OPEN or Closed

For Invoice.

The line amount

encumbered to the Cost

Center.

Purchase Order

Number

Line Number– matches

line number on Requisition

Form


Cost Center

Mickey Mouse

Mouse, Minnie

The line amount originally

encumbered to the Cost Center.

Amount charged to the Cost Center. This will be reflected in the Actual Expenditure Totals for the

Cost Center.

FMS-M100 report: The Open

amount is the amount remaining to be paid by the Cost Center. This amount is the

encumbered amount as of the month-end. This total will always match the total YTD

encumbered amount for the month displayed on the FMS100 and FMS110

report.

Mickey Mouse

How do my totals from the FMS-M910 Detail report tie into the the FMS-M100 report?


Report Navigation: PAY-M940

Payroll Distribution Detail – Cost Center The purpose of PAY-M940, by Employee is to list monthly and year-to-date costs associated with an employee. The report will list all employees, in alphabetical order, that are charged to a particular Cost Center. The year-to-date costs are Fiscal year-to-date costs (July 1st thru the report month).



Mouse, Mickey

111111


Cost Center ‘YTD’ is the Actual Payroll charged to the Cost Center

for each employee beginning July 1st thru the

report month.

Employee Name and their Employee Number

‘Month’ is the Actual Payroll charged to the

Cost Center for the employee in the current

report month. The actual charges are listed

for each Natural Account Code.

YTD and Monthly Totals are displayed for each Natural Account Code, Employee, and Cost

Center.


Report Navigation: PAY-M941

Payroll Distribution Detail – Cost Center by Natural Account The purpose of PAY-M941, is to list monthly and year-to-date payroll detail for a cost center. The report totals are sorted by Natural Account Code. Then each employee’s name and charge is listed for each Natural Account Code. The year-to-date costs are Fiscal year-to-date costs (July 1st thru the report month).


‘YTD’ is the Actual Payroll charged to the Cost Center

for each employee, beginning July 1st thru the

report month.

‘Month’ is the Actual Payroll charged to the Cost Center for each Natural Account Code in the current report month. The actual charges are listed for each employee.

YTD and Monthly Totals are displayed for each Natural Account Code, Employee, and Cost

Center.


Appendix

Accessing Reports from the Web Acrobat Reader Quick-reference


Access Reports from the Web

Open your Internet browser. Go to “www.ohio.edu”


Access Reports from the Web, cont’d… Click the Faculty/Staff link.

Click the Enterprise Business Systems link.


Accessing Reports from the Web

Sign on to the Enterprise Business System Portal.

1. Enter your Oak ID here

2. Enter your Oak password here

3. Click the Connect button


Report Distribution Module

Report Month

The date the report was run.

Your name listed as the report recipient.

The name of the report. Generally indicates reportcontent.

FMS Report Identificationnumber


Report Distribution Module1. Select the month you wish to view. Click the drop down arrow to view prior month’s reports.

2. Click the Report Name link of the reportyou wish to view. A new browser windowOpens with Adobe Acrobat tools to view report.


Acrobat Reader - Navigation

Find icon.Used to search for specifictext within a file.

Hand Tool icon.Used to grab a page and move it up or down,right and left. Click and hold mouse button.

Zooms out, making the image smaller.

Zooms in, making the image larger.

Image size can also be altered by selecting a percentage.

Zoom Icon

Save Icon

Print Icon

Email file

Rotate Document

Fit Width

Fit Page


Acrobat Reader - Navigation

Page # of Total Pages

Returns to First Page

of File

Returns to previous page of

file

Skips to the last page of

file

Proceeds to the next page

Returns to first page of

file

Skips to the last page of

file


Acrobat Reader - Tips Use the Find icon to search for specific

account segments. Click the Find icon. Enter appropriate search criteria

Ex. UN1401814

Ex. 14010

Click the Search button.


Printing Specific Pages

In the Print Range section; 1. Click in the Pages from field.

2. Enter the beginning page number to be printed.

3. Click in the to field.

4. Enter the last page number to be printed.5. Click OK button.

We highly recommend you only print specific pages of your report that contain information you need.


Questions ?

Contact the General Accounting & Financial Reporting staff .

Tanya Hire (597-1417), Manager [email protected], or

Cindy Smith (593-1898), Accountant [email protected]

You may also call the Service Desk @ 593-1222.

revised november, 20071 report reading. revised november, 2007 2 topics report basics accessing...

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