Report Basics What is the purpose of this report? The Payables Detail report provides voucher line and distribution line level information for vouchers throughout the processing cycle. The report displays invoice information, voucher loads, Concur accounts, payable reimbursements, matching status, voucher processing, and payment information. The Payables Detail report also provides detailed views of payment handling and method, pay cycle, and payment status. What key business questions does this report answer? Which invoices are pending payment? What was the total dollar amount of all vouchers entered last month for my Department? What is the payment method for a particular invoice? Can I see a copy of the invoice and receipts? What is the check number for the invoice payment? 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 (http://prime.princeton.edu). 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) 258 7100 Email prime@princeton.edu o Starting October 1, 2014: Financial Service Center or OIT Help Desk For training materials, go to the Prime portal (http://prime.princeton.edu) and navigate to Information & Training > Training & Step by Steps > Financial Management & Reporting. Revision 00 Page 1 of 8
Using the Report What key prompts should I use to run the report? Field Accounting Date From 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. Accounting Date To 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. Fiscal Year The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. Accounting Period Department Supplier Name Invoice Number Purchase Order ID Voucher ID Match Status The month in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so forth. Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You can run this report for one or more Departments. Name of the vendor that provided us with negotiated and preferred rates for travel services, goods and services through the Prime Marketplace, and goods and services provided though bided and sole supplier contracts. You can run this report for one or more suppliers. Number for a commercial document issued by a seller to a buyer, indicating the products, quantities, and agreed upon prices for products or services the seller has already provided the buyer. An invoice indicates that payment is due from the buyer to the seller. You can run this report for one or more invoices. Number for the document (PO) requested by a department and issued by a buyer indicating the type, description, quantities and agreed upon price for a product or service. You can run this report for one or more purchase orders. Number for the documentary record of a business transaction that specifies payment or cash receipt details. You can run this report for one or more vouchers. Indicates if the orders for goods or services correspond to the vendor invoice so that payment may be issued. Select one or more of the following: Match Exceptions Exist There is a discrepancy between the purchase order, the receiver, and/or invoice. Matched The purchase order, invoice, and receipt match. Revision 00 Page 2 of 8
Field Not Applicable To Be Matched Approval Status Payment Status Voucher Origin Account Program Project For invoices that require approval, select one or more of the following: Approved Denied Pending Indicates if payment has been paid or scheduled to be paid. Select one or more payment statuses. Voucher point of entry. Select one or more of the following: Concur Dining Services Excel Spreadsheet Upload Grants Module Purchase Order Human Resources Library Non PO Voucher Online Entry Princeton Plasma Physics Lab SciQuest 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 one or more 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 one or more Programs. 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 one or more Projects. Revision 00 Page 3 of 8
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. Note: Sample report displays test data. Revision 00 Page 4 of 8
Sample Report (continued) Note: Sample report displays test data. Revision 00 Page 5 of 8
Sample Report (continued) Note: Sample report displays test data. Revision 00 Page 6 of 8
How do I interpret the report? Column Name Voucher Origin Voucher ID Invoice Number Invoice Image Invoice Date Accounting Date Voucher Entered Date Voucher Total Supplier Name Supplier ID Purchase Order ID Match Status Receiver ID Approval Status Payment Status Voucher point of entry Number of the voucher Number of the invoice Image of the invoice, if the Voucher Origin is Concur, Accounts Payable Online Entry, Non PO Payment Request, or Grants PO Date of the invoice Date the transaction was posted to the GL Date the voucher was entered via the Voucher Origin Total amount of the voucher Name of the supplier or vendor Number for the supplier or vendor PO number, which links to the Purchase Order Detail Report Indicates if the orders for goods or services correspond to the vendor invoice Number of the receipt, which links to the image of the receipt Indicates if invoice payment has been approved or is pending approval Indicates if payment has been paid or Column Name Check/Payment Reference Number Payment Date Fiscal Year Accounting Period Payment Amount Payment Method Scheduled Pay Date Voucher Line Number Line Unit of Measure Unit Price Quantity Line Amount Distribution Line Number Distribution Amount scheduled to be paid Reference number for the payment used to pay the invoice Date the invoice was paid Fiscal year the transaction was posted to the GL Accounting period the transaction was posted to the GL Amount of the invoice payment Type of payment (e.g., check, departmental credit card, wire transfer, ACH, etc.) Date the invoice is scheduled to be paid Voucher line item number Line item description Unit of measurement for the invoice line item Price of one unit of product or service Number/amount of product or service Invoice line item amount Line item number for the ChartField distribution Amount to be distributed to the applicable ChartFields Revision 00 Page 7 of 8
Column Name GL Business Unit Department Fund Account Program Function Site PC Business Unit Project Activity ChartField that identifies the legal entity for all financial transactions. Department number Fund number Account number Program number ChartField identifier for transactional reporting that requires functional categorization for NACUBO (e.g., general administration, instructional support, etc.) and A 21 cost reporting. 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). Business unit number Project number 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. What else should I consider? Item Page breaks on Grouped by ChartFields Drills to which report(s) Links to N/A Voucher Origin Business Unit, Department, Fund, Account, Program, Function, Site, Project, Activity Purchase Order Detail Report, Expense Report Transaction Listing Invoice image, receipt image 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. 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 8 of 8