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

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Lorin Welch
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1 Report Basics What is the purpose of this report? The Departmental Charges (DC) system is used by central service departments such as Telecommunications, Prospect House, Dining Services, and Hardware Support to charge departments for the use of their services. The Department Charges Transaction Detail report provides details of transactions processed through the Departmental Charges system. This report also drills from the Transaction Detail by Chartstring report. What key business questions does this report answer? How many DC transactions were charged to our chartstring this month? What types of services were requested last month by our Department? Who supplied the service? What transaction does this journal ID relate to? Where was the service performed? Who supplied the service? Who uses this report? Individuals with Financial Management functions at any level in an academic department program or center, or an administrative or central department. 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 9

2 Using the Report What key prompts should I use to run the report? Field Display Prompt Selections in Header Display ChartField s Click this checkbox to display your selected prompt values in the header section of the report. Click this checkbox to display ChartField descriptions in the report results. Fiscal year Required field. The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. Accounting period From Accounting period To Department Fund Account Program Required field. Beginning month of the period in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so on. Required field. Ending month of the period in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so on. Required field. Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You must select one of the following: Billee Department Department that owes money for supplied goods or services Biller Department Department providing the supplied goods or services You can run this report for one or more Departments. Used to track the source of funding. You can run this report for 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). You can run this report for all or selected Accounts. 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. You can run this report for all or selected Programs. When no selection is made, the report returns data for all Revision 00 Page 2 of 9

3 Field Programs. Project Site Transaction ID A collection of detailed transactional information related to sponsored research awards 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. 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). System generated number for the journal entry. You can run this report for all or selected transactions. 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 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. 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 3 of 9

4 Sample Report Note: This report is not meant for printing. It contains a lot of fields/columns that cannot be displayed on a single page. To show the complete layout of the report, the sample report is split into three pages. Notes: Sample report displays test data. Sample report displays ChartField descriptions. To display ChartField descriptions, click the Display ChartField s checkbox on the Prompt page. Revision 00 Page 4 of 9

5 Sample Report (continued) Note: Sample report displays test data. Revision 00 Page 5 of 9

6 Sample Report (continued) Note: Sample report displays test data. Revision 00 Page 6 of 9

7 How do I interpret the report? *Displays if the Display ChartField s checkbox is selected on the Prompt page. Column Name Fiscal Year Accounting Period Department Department * Fund Fund * Account Account * Program Program * Project Project * Activity Activity * Site Site * Transaction Type Selected fiscal year Selected accounting period Identification number for the Department Name of the Department Identification number for the Fund Name of the Fund Identification number for the Account Name of the Account Identification number for the Program Name of the Program Identification number for the Project Name of the Project Identification number for the Activity Sponsored Projects: The Activity ChartField is used to track the year of the grant. Capital Projects: The Activity ChartField is used to track the phase of construction. Name of the Activity Identification number for the Site Name of the Site Displays General Ledger Journal for journal entries. Revision 00 Page 7 of 9

8 Column Name Transaction ID Actuals Amount Encumbrance Amount Ref ID Ref Descr Transaction Date Line Descr Transaction Line Reference Year of Service Month of Service Quantity Unit of Measure Rate Requestor Request Date Service Request Number Service Request Service Identification Unique transaction identification number generated for the journal entry. 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. Note: Encumbrance amount is always zero (0.00) on this report, because DC does not work with encumbrances. Classification number for the journal entry Name for the classification number for the journal entry Date of the journal entry of the journal entry line item Additional reference number for the journal entry line item or line item on the DC system Year the service was performed Month the service was performed Number of units of product or service Unit of measurement for the product or service Rate per the unit of measure Individual who requested the service Date the service was requested System generated number for the service request Name and number for the service request Abbreviation for the service Revision 00 Page 8 of 9

9 Column Name Service DC OA Invoice Number Comments Customer Number Customer Name Customer s Organization Departmental Card Number Service Type ID Service Type DC Transaction Reference Number for the service Invoice number for the departmental charge Additional comments for the departmental charge Identification number for the customer Name of the customer Customer s Department Number of the Departmental Purchasing card Abbreviation for the type of service for the type of service Additional reference number for the line item on the DC system Revision 00 Page 9 of 9

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

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