Report Basics. Where do I go for additional help? How do I navigate to the report?

Transcription

1 Report Basics What is the purpose of this report? The Transaction Detail by Chartstring provides a list of all transactions posted to a chartstring in PeopleSoft. The report displays transaction details, including the transaction ID and description, the date the transaction was posted in PeopleSoft, and the source or system the transaction originated from. The report also contains links to related reports and documents. What key business questions does this report answer? What transactions make up the amount posted to this account? How many transactions were charged to our chartstring this month? What is this expense for? What transaction does this journal ID relate to? What date was this transaction posted? What system generated this expense? Is there any documentation attached to this journal ID? Who uses this report? Individuals with Financial Management functions at any level in an academic department program or center, and an administrative or central department. Individuals responsible for managing or tracking multiple departments, programs, sites or projects. How often is the report refreshed with data? Nightly How do I navigate to the report? 1. Log into the Prime Portal ( 2. Click the Reporting button to open the Cognos application. 3. Click the Financial Management folder. Where do I go for additional help? For technical and business questions: o Until September 30, 2014: Prime Support Center (PSC) Phone (609) prime@princeton.edu o Starting October 1, 2014: Financial Service Center or OIT Help Desk For training materials, go to the Prime portal ( and navigate to Information & Training > Training & Step by Steps > Financial Management & Reporting. Revision 00 Page 1 of 5

2 Using the Report What key prompts should I use to run the report? Field Fiscal Year Required field. The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. Accounting Period Accounts to include Department Fund Account Program Site Project Required field. The month in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so forth. Required field. Standard account classification. Revenues and Expenses is the defaulted selection. Select one of the following: Revenues and Expenses Assets and Liabilities All accounts Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You can run this report for one or more Departments. Used to track the source of funding. You can select one or more Funds. When no selection is made, the report returns data for all Funds. The natural classification of revenues (tuition, grant), expenses (salaries, supplies), assets (cash, property), liabilities and (accounts payable, accrued liabilities). When no selection is made, the report runs for all Accounts. An activity owned and managed by one or more departments, academic programs, or individuals. The activity typically spans Funds, Accounts and Departments while aggregating expenses and revenues around a common purpose. Program does not disaggregate balances tracked in other ChartFields. You can run this report for all or selected Programs. When no selection is made, the report returns data for all Programs. Tracks buildings and properties that have a need to capture income and expenses (i.e., property or building where the revenue is generated and costs incurred and/or being performed). When no selection is made, the report runs for all Sites associated with the selected Department(s). A collection of detailed transactional information related to grants, non grant sponsored research, and capital projects with specific beginning and end dates. You can run this report for all or selected Projects. When no selection is made, the report returns data for all Projects. Revision 00 Page 2 of 5

3 Sample Report Note: Sample report displays test data. Revision 00 Page 3 of 5

4 How do I interpret the report? What else should I consider? Column Name Item Account Transaction Source Natural accounting classification. The type of transaction in Prime Financials (for example, purchase order, voucher, journal, etc.). Page breaks on The page breaks if one of the following ChartField changes: Department, Fund, Account, Program, Site, or Project. Transaction ID Transaction Date Period Actuals Encumbrances Unique transaction identification number generated in Prime Financials. Depending on the transaction type, there are hyperlinks on Transaction ID that drill to relevant reports (e.g., Credit Card Transaction Listing, Purchase Order Summary, Payables Details, etc.). Date the transaction was entered in Prime Financials. of the transaction. Actual amount posted for the fiscal year and accounting period selected for the report. Unpaid commitment on purchase orders and Labor Accounting lines as of the selected accounting period. Commitments that are not recorded in the financial systems do not constitute an encumbrance, therefore, are not included. Grouped by Additional totals Drills from which report(s) Drills to which report(s) NOTE: If you need to avoid the page breaks, use the Transaction Extract; however, the Transaction Extract does not allow drills or links to other reports or related documents. In addition, the Transaction Extract contains many more columns and is not suited for printing. Combination of ChartFields on the Prompt page. If Assets and Liabilities are chosen in the Prompt page, then Total Assets and Total Liabilities will be displayed. Account Summary; Sponsored Project Summary Report Purchase Order Summary; Payables Detail; DC Transaction Detail; Expense Report Transaction Listing; Stripes Drill Attachments If the transaction is a journal entry, any documents saved with the transaction is a link within the Transaction Detail by Chartstring report. Revision 00 Page 4 of 5

5 What tips & tricks can help me use this report effectively? When you perform a search on the Prompt page, you can enter a wildcard (%) at the beginning, middle, and/or the end of your search criteria. Wildcards are used in place of unknown characters if you do not know the exact value for a prompt. To specify a Department(s), you can use the Select and Search prompt. Or, to select multiple departments or an entire organization, use the Tree Prompt to drill down through the Department Hierarchy data. Transaction IDs that begin with CTC are Princeton Travel card transactions, while Transaction IDs that begin with CPC are Departmental Purchasing Card transactions. For more information about navigating the Prompt page, refer to the Cognos basic navigation courses. For more information about chartstrings and ChartFields, refer to the Choose the Right ChartField page on the Prime Portal. Revision 00 Page 5 of 5