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

Transcription

1 Report Basics What is the purpose of this report? The Transaction Extract report is ʺdata dumpʺ version of the Transaction Detail by Chartstring report. The Transaction Extract report contains more fields but does not allow drills or contain attached documents. However, you can run this report for a date range. 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. ing Period From ing Period To s To Include Site Required field. The beginning 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. The ending 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 s. Used to track the source of funding. You can select one or more s. When no selection is made, the report returns data for all s. 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 s. An activity owned and managed by one or more departments, academic programs, or individuals. The activity typically spans s, s and s while aggregating expenses and revenues around a common purpose. does not disaggregate balances tracked in other ChartFields. You can run this report for all or selected s. When no selection is made, the report returns data for all 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 s. When no selection is made, the report returns data for all s. 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). 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? Column Name Fiscal Year ing Period Activity Selected fiscal year. Selected accounting period. Identification number for the. Name of the. Identification number for the. Name of the. Identification number for the. Name of the. Identification number for the. Name of the. Identification number for the. Name of the. Identification number for the Activity. Sponsored s: The Activity ChartField is used to track the year of the grant. Capital s: The Activity ChartField is used to track the phase of construction. Column Name Activity Site Site Transaction Type Transaction ID Actuals Amount Encumbrance Amount Ref ID/Vendor Ref Descr/Vendor Name Transaction Date Transaction Transaction Line Reference Name of the Activity. Identification number for the Site. Name of the Site. The type of transaction in PeopleSoft (for example, purchase order, voucher, journal, etc.). Unique transaction identification number generated in PeopleSoft. Actual amount posted for the fiscal year and accounting period selected for the report. Unpaid commitment on purchase orders and Labor ing 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. Vendor number from the transaction source (for example, purchase order, voucher, journal, etc.). Vendor name from the transaction source (for example, purchase order, voucher, journal, etc.). Date the transaction was posted in PeopleSoft. of the transaction. Additional reference information for the transaction source. 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 (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 Hierarchy data. To display ChartField descriptions in the report output (as shown in the report sample in this job aid), click the Display ChartField s checkbox on the Prompt page. Transaction IDs that begin with CTC are Princeton Travel card transactions, while Transaction IDs that begin with CPC are al Purchasing Card transactions. Select one of the View in Excel Options to download the report in.xlsx or.csv format. Using Excel features, reformat the report output as needed. 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