UNIVERSITY OF CENTRAL FLORIDA Finance & Accounting Financials DataMart

Transcription

1 UNIVERSITY OF CENTRAL FLORIDA Finance & Accounting Financials DataMart Overview The Financials DataMart offers the UCF community a convenient reporting resource available directly from the MyUCF portal. Financial data from UCF Financials is fed to the DataMart on a nightly basis and includes Budget, Encumbrance, and Actuals transactions. Accessing the DataMart 1. Access the MyUCF portal through Internet Explorer. Financials DataMart User Guide 1 Last revised - October 20, 2005

2 2. Login to the portal and select the Staff Applications link. 3. Click the F&A DataMart link. Financials DataMart User Guide 2 Last revised - October 20, 2005

3 Using DataMart When you first enter DataMart, you will see a quadrant of available reporting sources. The quadrant you select depends on what information you are seeking. To retrieve encumbrances, pre-encumbrances, and encumbered expenses, select the Encumbrance DataMart. To retrieve revenues, expenditure, and general ledger activity, select the Actuals DataMart. For initial budget entries and budget adjustments, select the Budget DataMart. FLAIR DataMart contains historical transactions prior to July 1, Using the Budget Position Summary link The Budget Position Summary provides a quick look at Budget, Actuals Expenditures, Encumbrances, and Pre-Encumbrances for a selected project or department. 1. Click the Summary link. Financials DataMart User Guide 3 Last revised - October 20, 2005

4 Enter your department or project number and, if a department, select the Fiscal Year, and click the Submit button. Financials DataMart User Guide 4 Last revised - October 20, 2005

5 Using the Encumbrance DataMart 1. Click the Encumbrance button in the upper left quadrant of the DataMart home page. 2. Select a Reporting Period (or accept the default value, if appropriate). For departments, Budget Period (BP) is equivalent to fiscal year. For projects, select the Active Projects option from the drop down menu. 3. Narrow your search by selecting criteria and entering values to retrieve only the data you wish to view. Financials DataMart User Guide 5 Last revised - October 20, 2005

6 Help when selecting Encumbrance Criteria Field Name The table below provides an explanation of each field that can be used to narrow your search of DataMart records. Selection Reporting Period Encumbrance Selection Criteria Page Function Use the Budget Period (BP) selection criteria from 2004 forward to retrieve departmental transactions; use the Active Projects (a Life to Date time span) selection criteria to retrieve transactions for active projects. Department/Project Enter eight digits for the desired project or department ID. Transaction Date Transaction Type This is the date of the encumbrance transaction - for instance, the date a requisition or purchase order was budget-checked. If you select Transaction Type, enter one of the following three values in the Value field: CC_DET_EXP retrieves encumbered funds related to expenditures (Record Types = VEN and JEN) This Transaction Type is similar to drilling down on the Expenditure value in the online Budget Details page of UCF Financials. CC_DET_ENC retrieves encumbered funds related to POs (Record Type = PEN) or relief of encumbrances by vouchers (Record Type = VEN). This Transaction Type is similar to drilling down on the online Encumbrance value in UCF Financials. CC_DET_PRE retrieves encumbered funds related to requisitions (Record Type = REQ) or relief of preencumbrances by a PO (Record Type = PEN). This Transaction Type is similar to drilling down on the online Preencumbrances value in UCF Financials. Financials DataMart User Guide 6 Last revised - October 20, 2005

7 PO Number* Voucher Number* Requisition Number* Journal ID* Vendor ID Vendor Name Description Amount Record Type* Account Alternate Acct Use PO Number to retrieve those transactions related to purchase order budget checking activity, which may include the creation of the encumbrance, the relief of a preencumbrance, and the relief of encumbrance by vouchers. PO numbers are 10 characters in length, and the zeros are significant. Use Voucher Number to retrieve those transactions related to voucher budget checking activity, which may include the creation of an expense against the budget and the relief of an encumbrance. Voucher IDs are 8 characters in length. Use Requisition Number to retrieve those transactions related to requisition budget checking activities, which primarily include the creation of the pre-encumbrance and the relief of that preencumbrance by a purchase order, or closure of the requisition. Requisition IDs are 10 characters in length and the zeros are significant. Use Journal ID to retrieve journals affecting preencumbrances, encumbrances or expenses directly, such as UCF Computer Store encumbrance journals. Use Vendor ID to retrieve transactions related to a specific vendor ID. Requisition, purchase order, or voucher transaction results may be returned, because all of those transaction types have vendors associated with them. Use Vendor Name to retrieve similar transactions to those retrieved by vendor ID. The selection criteria is not case sensitive, but commas and spaces are significant. Use Description to retrieve all types of transactions. As is the case with Vendor Name, the criteria is not case sensitive, but commas and spaces are significant. You can enter a specific Amount or a threshold Amount. If you do a search by Amount, keep in mind that you may be seeing only part of a complete transaction. For instance you may key $1530, and retrieve the voucher, purchase order and requisition lines, but you may not see the relief of encumbrance or pre-encumbrance, as they could be negative (-$1530). The Record Type depicts the type of encumbrance transaction that has been recorded. There are 4 values which represent the rows of data created by the budget checking of each respective document: REQ - requisitions; PEN - purchase orders; VEN - vouchers; JEN - journal entry. Use Account to limit the transactions retrieved to selected account codes - the most common are values starting with a 7 which represent expenses, 3 which represent AP accruals and 1 which represent balance sheet accounts, primarily cash. The Alternate Account is associated with the Account, and is used for financial reporting purposes. There can be several Financials DataMart User Guide 7 Last revised - October 20, 2005

8 Fund * accounts tied to the same alternate account. Alternate account represents assets. Use Fund to limit the transactions retrieved to those of a specific Fund code. In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions. Denotes that only 1 of the 5 starred (*) fields can be used in the selection criteria, not used in combination with one another. A record type of VEN for instance, will have transactions for both an expense encumbrance from the voucher and an encumbrance relief for a PO, and the PEN record type for that same PO can have an encumbrance and a pre-encumbrance relief, so a specific PO or voucher ID could be in conflict with a specific record type. Operator The table below provides an explanation of the function each operator performs on your search results. Is Operator Like Function Use to retrieve an exact match from the field. Examples: Department/Project Is returns all records where Department/Project numbers Is equal to Transaction Date Is 4/9/2005 returns records with Transaction Date is equal to April 9, 2005 Use to retrieve for existence of the value in any part of the field. Examples: Department/Project Like 020 returns , , (with underscore wildcard) Department/Project Like 35 3_11 returns Financials DataMart User Guide 8 Last revised - October 20, 2005

9 Begins With Range GTE or LTE Department/Project that begins with 35, the fifth digit is 3, and last two digits are 1; e.g , , Vendor Name Like Office returns Office Plus, Law Offices of James Bond, Capital Office Use to retrieve records where field name begins with a given value. Examples: Department/Project Begins With 020 returns , , Vendor Name Begins With Office returns Office Plus, Office Depot, Office Solutions Use to search Amount, Transaction Date, Account fields by range. Examples: Amount Range returns all amounts in the range $100 to $200 Transaction Date Range 4/10/05-04/14/05 returns records with Transaction Date from April 10, 2005 to April 14, 2005 Account Range returns all Accounts with values from to Greater Than or Equal to (GTE) or Less Than or Equal to (LTE). Use only for Amount field. Examples: Amount LTE returns Amounts <= $1,000 Amount GTE returns Amounts >= $50,000 DataMart Query Results 4. After choosing your selection criteria, click the Run Query button. DataMart results are displayed 50 at a time. Check the Total Records Found for the total number of transactions that have been returned. Use the First, Previous, Next, and Last links to navigate among the results. There are several other buttons available to make using the DataMart easier. The table below lists these buttons and their functions. Financials DataMart User Guide 9 Last revised - October 20, 2005

10 Icon Function Use to return to the Selection Criteria page to run a new query. Use to export query results to Excel. Use to export query results to a text format. Use to return to the DataMart home page. Use to summon help about the query results. Line# Help with interpreting Encumbrance DataMart Column Headings Dept/Proj Number Account Amount PO# / Req# Vendor / Description Rec Typ (Record Type) Encumbrance DataMart Column Headings The line number is actually a hyperlink to display more detailed information about the transaction. Use it to display a separate Details page which contains information based on the type of transaction. Department or Project ID The Account code for the transaction line. The monetary amount of the transaction. This column indicates a secondary document to the transaction, if there is one. For instance, a VEN record type transaction may have a purchase order ID in this field, if the transaction represents a PO voucher. For a PEN record type transaction, this field may contain a requisition number, if the PO was sourced from a requisition. There will be no values in this field if the record type is JEN or REQ, as there are no previous, secondary documents for these two transaction types. If the transaction is a record type of REQ, PEN, or VEN this field contains the vendor name for the requisition, purchase order or voucher. If it is a JEN it contains the Journal Header description. Displays the type of encumbrance transaction. The values are: REQ: Pre-Encumbrance transactions from requisitions; PEN: Purchase order initiated encumbrances. Includes the creation of encumbrance and relief of pre-encumbrance; VEN: Voucher initiated encumbrance transactions. Includes the creation of an expense against the budget and the relief of encumbrance; JEN indicate journal encumbrances. The Trans Type field easily identifies which of the same record types are the creation or the relief. Financials DataMart User Guide 10 Last revised - October 20, 2005

11 Document Number Doc Line Trans Type Transaction Date Description Vendor ID Alt Acct Fund Pgm This is the primary document of the transaction, and is related to the value in the Rec Typ field. If the transaction is a record type REQ this value is the requisition number; if it is a PEN, this value is the purchase order. If it is a VEN, this value is a voucher, and this field contains the encumbrance journal if the record type is JEN. This is the line number of the primary document listed in the Document Number column to the left. Indicates the type of encumbrance involved in the transaction. The actual value also indicates which ledger the transaction was written to. The values are CC_DET_EXP, CC_DET_ENC and CC_DET_PRE where _EXP represents expenses, _ENC represents encumbrances and _PRE represents preencumbrances. This is the date the encumbrance transaction was budget checked. This description comes from the transaction. For record types of REQ and PEN it will be the vendor name. For record type VEN it will be the voucher line description. For record type JEN it will be journal line description. This field will be the vendor ID for all record types except JEN, since journals don't have vendors. This field contains the alternate account value. In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions. In UCF Financials the Program Code is populated with a default value of ZZ. Using the View Total Amount link Use the View Total Amount link to get summarized totals for Expenses, Encumbrances, and Pre-Encumbrances from DataMart. Financials DataMart User Guide 11 Last revised - October 20, 2005

12 Using the Actuals DataMart 1. Click the Actuals button. Help when selecting Actuals Criteria Field Name Reporting Period Actuals Selection Criteria Page Use the Budget Period (BP) selection criteria from 2004 forward to retrieve departmental transactions; use the Active Projects, (a Life to Date time span) selection criteria to retrieve transactions for active projects. Financials DataMart User Guide 12 Last revised - October 20, 2005

13 Selection Department/Project Voucher Number Vendor Name Description Transaction Date Amount Record Type Invoice Account Alternate Acct Fund PO Number Journal ID Program Vendor ID Function Enter eight digits for the desired project or department ID. Use Voucher Number to retrieve those GL ledger transactions related to a voucher. Voucher ID's are 8 characters in length. Use Vendor Name to retrieve similar transactions to those retrieved by vendor ID. The Vendor Name selection will return journals related to vouchers using this vendor. The selection criteria is not case sensitive, but commas and spaces are significant. Use Description to retrieve all types of transactions. As is the case with Vendor Name, the criteria is not case sensitive, but commas and spaces are significant. This is the date of the journal. You can enter a specific Amount, or a threshold Amount. The Record Type indicates the sources of the journal. Examples include online journals (IDI), student journals (SF), and Human Resources (HR) journals. Use Invoice to retrieve journals to which a voucher and vendor invoice number has been tied. Use Account to limit the transactions retrieved to selected account codes - the most common are values starting with a 7 which represent expenses, 3 which represent AP accruals and 1 which represent balance sheet accounts, primarily cash. The Alternate Account is associated with the Account, and is used for financial reporting purposes. There can be several accounts tied to the same alternate account. Alternate account represents assets. Use Fund to limit the transactions retrieved to those of a specific Fund code. In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions. Use PO Number, to retrieve journals related to a PO voucher. PO numbers are 10 characters in length, and the zeros are significant. Use Journal ID to retrieve specific journals. In UCF Financials, the Program Code is populated with a default value of ZZ. Use Vendor ID to retrieve journals related to vouchers with this vendor ID. Financials DataMart User Guide 13 Last revised - October 20, 2005

14 Operator Operator Is Like Begins With Range Function Use to retrieve an exact match from the field. Examples: Department/Project Is returns all records where Department number Is equal to Transaction Date Is 4/9/2005 returns records with Transaction Date is equal to April 9, 2005 Use to retrieve for existence of the value in any part of the field. Examples: Department/Project Like 020 returns , , (with underscore wildcard) Department/Project Like 35 3_11 returns Department/Project that begins with 35, the fifth digit is 3, and last two digits are 1; e.g , , Vendor Name Like Office returns Office Plus, Law Offices of James Bond, Capital Office Use to retrieve records where field name begins with a given value. Examples: Department/Project Begins With 020 returns , , Vendor Name Begins With Office returns Office Plus, Office Depot, Office Solutions Use to search Amount, Transaction Date, Account fields by range. Examples: Amount Range returns all amounts in range $100 to $200 Transaction Date Range 4/10/05-04/14/05 returns records with Transaction Date from April 10, 2005 to April 14, 2005 Account Range returns all Accounts with values from to Financials DataMart User Guide 14 Last revised - October 20, 2005

15 GTE or LTE Greater Than or Equal (GTE) or Less Than or Equal (LTE). Use only for Amount field. Examples: Amount LTE returns Amounts <= $1,000 Amount GTE returns Amounts >= $50,000 Help with interpreting Actuals DataMart Column Headings Line Num Dept Number Account Amount Voucher # Vendor/Description PO# Journal ID Invoice Number Transaction Date Fund Description Alt Acct Prg Vendor ID Actuals DataMart Column Headings The line number is actually a hyperlink to display more detailed information about the transaction. Use it to display a separate Details page which contains additional information about the journal. Department or Project ID The account code for the transaction line. The monetary amount of the transaction. If the journal is related to an accounts payable voucher, that voucher number will be displayed here. This column contains either the account description or the vendor name, if the journal is related to a voucher. If the journal is related to a PO voucher, the PO ID will be displayed in this column. This is the general ledger journal ID. If the journal is related to a PO voucher, the vendor s invoice number will be displayed in this column. This is the journal date. In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions. This description is the journal line description, or if there is none, the account description. This column contains the alternate account value. In UCF Financials the Program Code is populated with a default value of ZZ. This column contains the vendor ID if the journal is related to a voucher. Financials DataMart User Guide 15 Last revised - October 20, 2005

16 Using the Budget DataMart 1. Click the Budget link. Help when selecting Budget Criteria Field Name Reporting Period Selection Department/Project Journal ID Description Transaction Date Amount Account Fund Program Budget Selection Criteria Page Use the Fiscal Year selection criteria from 2004 forward to retrieve departmental transactions; use the Active Projects, (a Life to Date time span) selection criteria to retrieve transactions for active projects. Function Enter eight digits for the desired project or department ID. Use Journal ID to retrieve specific budget journals. Use Description to retrieve budget journals by the journal description. As is the case with Vendor Name, the criteria is not case sensitive, but commas and spaces are significant. This is the date of the budget journal. You can enter a specific Amount, or a threshold Amount. Use Account to limit the transactions retrieved to selected account roll-ups. Budgets for departments are entered with account Budgets for projects are entered by the category of expenses, such as , , or Use Fund to limit the transactions retrieved to those of a specific Fund code. In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions. The Program Code is populated with a default value of ZZ. Financials DataMart User Guide 16 Last revised - October 20, 2005

17 2. Enter your selection criteria and click the Query link. Help with interpreting Budget DataMart Column Headings Line Num Dept/Proj Number Account Amount Journal Desc Journal Journal Line No Transaction Date Fund Description Trans Type Budget Period Pgm Acct Pd Rec Type Budget Type FYear Encumbrance DataMart Column Headings The line number is actually a hyperlink to display more detailed information about the budget journal. Department or Project ID The account roll-up code for the transaction line. The monetary amount of the transaction. The journal line description. The journal ID. The line number of the journal on which the budget transaction is recorded The journal date. The funding source for the journal. The journal description. The transaction type, which represents which ledger to which the journal is posted. This value will be either CC_DEP_BUD or CC_PG_BUD, depending on whether you are inquiring on a department or a project. For departments, the budget year of the transaction (which also equals the fiscal year). The Program Code is populated with a default value of ZZ. The accounting period in which the journal was entered. The Record Type will always equal BUD. This column indicates whether the budget entry was original or a budget adjustment. This column indicates the fiscal year for the accounting period when the journal was entered. Financials DataMart User Guide 17 Last revised - October 20, 2005