SUB ACCOUNT REPORTING. e-data Manual. e-data Warehouse, Available thru AccessPlus

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1 SUB ACCOUNT REPORTING e-data Manual e-data Warehouse, Available thru AccessPlus Controller s Department 11/24/2014

2 Table of Contents Introduction... 3 Sub Account Reports Available... 3 Sub Account Portal... 3 Sub Account Custom Reports... 4 Generating Sub Account Portal Reports... 5 Financial Summary... 8 Object Summary by Consolidation... 8 Object Summary by Level... 9 Object Summary by Object... 9 Object Summary by Account Sub Account Summary Sub Account Summary by Sub Fund Group Sub Account List Miscode Report Generating Sub Account Custom Reports e-data to KFS: Identifying and Fixing a Miscode P a g e

3 Introduction This manual is a guide to the Sub Account reports found in e-data, Iowa State University s data warehouse available through Access Plus. This manual provides details of the Sub Account reports available in the Sub Account Portal and the Custom Reports folder. Sub Account Reports Available Sub Account Portal Portal Report Name Description Sub Account Financial Summary Object Summary by Consolidation Object Summary by Level Object Summary by Object Object Summary by Account Sub Account Summary Sub Account Summary by Sub Fund Group Sub Account List Miscode Report Account Overview Transaction Download Transaction Detail Encumbrance Detail Pre-Encumbrance Detail Intramural Cash Report View summarized revenue, expense, encumbrance, and balance totals for accounts and sub-accounts. View summarized revenue and expense totals broken down by object consolidation. View summarized revenue and expense totals broken down by object level. View summarized revenue and expense totals broken down by object code. View summarized revenue and expense totals broken down by object code for each sub-account. View monthly activity statement, including balance carried forward at subaccount level, sorted by sub-account. View monthly activity statement, including balance and uncommitted balance carried forward at sub-account level, sorted by sub-fund group. View a list of all sub-accounts associated with a specific account. Miscodes are transactions that posted to an account with sub-accounts, that did not have sub-accounts assigned. These transactions previously posted as the section-project. They now post to the null, which is blank. This report summarizes these unassigned transactions for a given period. Summarizes a selected account, its attributes and related Reporting Codes. This displays when a specific account from the account filter drop down has been selected. The same information as transaction detail but for more than one account. The report result is downloaded directly into an Excel spreadsheet. This link appears by default when no specific account is selected. The detail from the transaction, including Tran Date, Description, Doc Type, et. This displays when a specific account from the account filter drop down has been selected. Summarizes commitments of unpaid amounts for payroll, Purchase Orders, Travel and Telecom. This displays when a specific account from the account filter drop down has been selected. Summarizes the manually created commitments of unpaid amounts created by the user in KFS. This displays when a specific account from the account filter drop down has been selected. Displays intramural revenue for University service providers. This displays when a specific account with intramural income has been selected from the account filter drop down. 3 P a g e

4 Sub Account Custom Reports Portal Report Name Description Custom Reports All Accounts Summary List Departmental Statements for Sub Accounts Import File - GEC Labor Object by Account Report Miscode Summary Object by Account Report Sub Account Search Displays both Account and Sub account information together in one report. Includes yearly beginning cash balance, receipts, transfers in, cash balance, encumbrance and free balance. Generates a PDF report of transactions by Sub Account, sorted by revenue, expense or encumbrance. Using the import feature on the GEC document is helpful when you want to complete a GEC with a large number of transaction lines. Results download into Excel in two tabs: Credits and Debits. Useful when wanting to get all transactions that posted into the null sub account and now you need to move the transactions to the correct sub account. Downloads a report summarizing labor transactions for multiple accounts or sub accounts by Object Level or Object Code. The summary shows all accounts with a Free Balance on the null sub account. Accounts that have a zero balance in the null with not show up on this report. To see the detail of the transactions to complete the GEC, click the blue underlined account. This detail report will show all transactions making up the balances on the summary page. Note The transaction detail report shows transactions that have been previously corrected. This report summarizes transactions for multiple accounts or sub accounts by Level, Object Code or by Sub Object Code. This report displays Account and Sub Accounts totals (including balance, transfers, expenditures, etc.) Unique because it has specific search capabilities across all accounts with sub accounts (ie all sub accounts that start with a specific number.) 4 P a g e

5 Generating Sub Account Portal Reports 1. Log into AccessPlus and enter your University ID and Password. 2. Click the ubusiness tab 3. Click edata, then Continue. 4. Click Financial on the blue homepage to enter the Financial Report Portal. 5 P a g e

6 5. Click Here for Sub Account Reports on the Financial Summary graph. 6. Choose on the Selection Page how you would like to enter the Sub Accounts Reports page: A) Select by Account Enter an Account Number. Click the green Select button. Click Run, which appears after you click Select. A B) Or Search Enter one or more Account Numbers or Keywords separated by spaces. Click Search then Run. Note: You can choose your selected items from the Results box and click Insert to move them into the Choice box. If the account has one or more sub-accounts, they will appear in the Select by Sub Account box. Select one or more Sub Accounts to enter the Sub Account Reports page. B C C) Click one of the underlined blue links in the Resource Unit, Org Unit, or Org Department boxes. 6 P a g e

7 7. Select one Report Title from the Report List in the top left corner of the screen. 8. Select one or more Report Filters from the dropdown menus Click the yellow Run button to produce a report. 10. Click the Excel or PDF buttons to view, download, or print reports. 11. Click one of the other underlined blue links to view detailed information or link to other portals P a g e

8 Financial Summary The Financial Summary report summarizes revenue, expense, encumbrance, and balance totals for accounts and sub-accounts. Object Summary by Consolidation The Object Summary by Consolidation summarizes revenue and expense totals broken down by object consolidation. 8 P a g e

9 Object Summary by Level The Object Summary by Level summarizes revenue and expense totals broken down by object level. Object Summary by Object The Object Summary by Object summarizes revenue and expense totals broken down by object code. 9 P a g e

10 Object Summary by Account The Object Summary by Account summarizes revenue and expense totals broken down by object code for each sub-account. Clicking on the blue underlined Account or Sub Account will take you directly to the Transaction Detail report. Sub Account Summary The Sub Account Summary is a monthly activity statement, including balance carried forward at subaccount level, sorted by sub-account. Clicking on the blue underlined Account or Sub Account will take you directly to the Transaction Detail report. 10 P a g e

11 Sub Account Summary by Sub Fund Group The Sub Account Summary by Sub Fund Group is a monthly activity statement, including balance and uncommitted balance carried forward at sub-account level, sorted by sub-fund group. Clicking on the blue underlined Account or Sub Account will take you directly to the Transaction Detail report. Sub Account List The Sub Account List report summarizes all sub-accounts associated with a specific account. 11 P a g e

12 Miscode Report Miscodes are transactions that posted to an account with sub-accounts, that did not have sub-accounts assigned. These transactions previously posted as the section-project. They now post to the null, which is blank. This report summarizes these unassigned transactions for a given period. 12 P a g e

13 Generating Sub Account Custom Reports To navigate to University Wide Custom Reports, do the following: 1. Log Into edata through AccessPlus 2. Click the Public Folders across the top of your screen 3. Click Custom Reports 4. Select University Wide 5. Select KC-Sponsored Programs Reports or KFS-Financial Reports See the Available Reports section above, which describes the report options. Below are all the reports in KFS-Financial Reports folder. The pink highlighted items are reports used more specifically for those users wanting to see Sub Account information. The Miscode Summary is the recommended report to identify your null transactions 13 P a g e

14 e-data to KFS: Identifying and Fixing a Miscode The purpose of this decision tree is to help users understand which KFS Financial Transaction process should be used when correcting a miscoded transaction. There are two Miscode Reports that can be used to identify miscodes 1) the Miscode Report in the Sub Account Portal or 2) the Miscode Summary (RECOMMENDED) in the KFS Financial Reports Custom report folder. 14 P a g e

15 Please refer to the Quick Reference Guide: Import Accounting Lines to GEC step 11 to import lines into the GEC document. 15 P a g e