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Report Reading

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  1. Report Reading revised November, 2007

  2. Topics • Report Basics • Accessing Reports • Report Distribution Module • Report Listing • Report Navigation • Types of Reports • Reading Reports • Appendix • Accessing Reports from the Web • Acrobat Reader Quick-reference revised November, 2007

  3. Report Basics • What are reports? • The reports offer a ‘snapshot’ of account activity and summary information at a particular point in time. • The reports are available on-line only. Oracle Financial Management System (FMS) access is not required to view reports online. • The reports contain essentially the same information as FMS online but structured a bit differently. revised November, 2007

  4. Report Basics • What is OU’s Fiscal Year (FY)? • The Fiscal Year runs from July 1st thru June 30th. • How often are reports run? • The Financial Reports are produced each month. There is also a Financial Statement that is produced at fiscal year-end. • The Financial Statements are audited at fiscal year-end by an Independent Audit firm. They are located at; http://www.ohio.edu/finance/controller/reports.cfm revised November, 2007

  5. Report Basics • When is each month closed? • The books for each month are closed on the fourth business day after the month ends. This allows the finance staff time to process applicable transactions before the closing process. • At year-end you will receive reports for June 1st Close and June 2nd Close. This allows the finance staff time to process all applicable FY transactions and close the Fiscal Year. revised November, 2007

  6. Accessing Reports • After the closing process you will receive an email that will include a link to your on-line reports. • Included in the email is a section labeled ‘Business Matters’. This is an important communication tool from Finance to you. It is crucial that you read this material each month. revised November, 2007

  7. Accessing Reports • If you did not receive the reports e-mail; • Contact your Budget Unit Manager (BUM) in order to become a report recipient. • Budget Unit Managers are generally responsible for the finances within each Planning Unit and are responsible for determining the list of report recipients. • If necessary, contact the General Accounting & Financial Reporting staff for the name of your Budget Unit Manager. • Tanya Hire (597-1417), biblert@ohio.edu, or • Cindy Smith (593-1898), smithc16@ohio.edu revised November, 2007

  8. Accessing Reports • Your BUM must request your report access via email to Cindy Smith, (contact information listed on previous screen). The following information must be included in the email; • Name of Employee for which you are requesting access • Oak Id of Employee • Employee ID # (only needed if requesting prior months reports) To find id#, click onlink; http://eelookup.admsrv.ohio.edu/eelookup/ • List of Account Numbers to view; • To receive reports for all the projects in your organization/s, list only the organization/s number/s. • To receive only reports for specific project numbers within an organization, list only the project number/s. revised November, 2007

  9. Accessing Reports • Why did I receive the reports e-mail? • Your Budget Unit Manager listed you as a recipient for the Organization(s) and/or Project(s) included in the reports you received • All Principal Investigators (PI’s) are automatically setup in the system to receive project reports for their restricted accounts. Project Reports are reports received for Grant and Plant Fund Accounts. revised November, 2007

  10. Accessing Reports, Cont’d… • Open the email from Finance Click here to sign-on to the Report Distribution Module and view reports. This link will take you directly to the Enterprise Business System Portal. This Portal is also accessible directly from the OU Webpage. This link will take you to the latest edition of Business Matters. This is one of the main tools that Finance uses to communicate important information to their customers. revised November, 2007

  11. Accessing Reports, Cont’d… • Sign on to the Enterprise Business System Portal. 1. Enter your Oak ID here 2. Enter your Oak password here 3. Click the Connect button revised November, 2007

  12. Accessing Reports, Cont’d… • Click the OUFMS Reporting responsibility. • Click the FMS Reports link. Responsibilities Note: If you are taken directly to the Report Distribution Module it is because you have only one responsibility. revised November, 2007

  13. Report Distribution Module Your name listed as the report recipient. Report Month The date the report was run. FMS Report Identification number The name of the report. Generally indicates report content. revised November, 2007

  14. Report Distribution Module 1. Select the month you wish to view. Click the drop down arrow to view prior month’s reports. 2. Click the Report Name link of the report you wish to view. A new browser window Opens with Adobe Acrobat tools to view report. revised November, 2007

  15. FMS Report List revised November, 2007

  16. Report Pyramid for Operating and Foundation Accounts Summary Report For Multiple Cost Centers M110 Cost Center by Planning Unit M100 Cost Center Report summarized at each Natural Account level Natural Accounts by Cost Center M900 Detail Reports for a Cost Center Detail Ledger Activity M910 Open Purchase Orders by Cost Center PAY-M940 PAY-M941 Payroll Detail-Cost Center by Employee Payroll Detail-Cost Center by Natural Account revised November, 2007

  17. Summary Totals at Project, Task, and SubTask Levels sorted by Expenditure Category Report Pyramid for Grant and Plant Fund Accounts M210 Project Account Summary Project/ Cost Center Detail Report sorted by Task/SubTask and Expenditure Type M200 Project Account Expenditure Detail M910 Detail Reports for a Cost Center Open Purchase Orders by Cost Center PAY-M940 PAY-M941 Payroll Detail-Cost Center by Employee Payroll Detail-Cost Center by Natural Account revised November, 2007

  18. Report Navigation: FMS-M110 Cost Center by Planning Unit The purpose of FMS-M110, is to compare, by cost center, actuals versus budget, with subtotals by organization for a planning unit. This is a one line summary of each Cost Center. revised November, 2007

  19. M110 Report Banner Page Mouse, Mickey revised November, 2007

  20. Mouse, Mickey revised November, 2007

  21. Project Number and Name Organization Subtotals Organization Number and Name Subtotalsfor Planning Unit/Fund Type/Fund combination Mouse, Mickey revised November, 2007

  22. Displays the Budget amount for Operating Accounts or Beginning Balance for Foundation Accounts Displays the Available Budget (remaining balance) and the Available Percent at the current month-end. (A-B=C) Displays Current Fiscal Year Activity thru Month-end Displays Prior Fiscal Year Activity Displays the Report Month-end. This report will display activity from July 1, 05 thru June 30, 06 Mouse, Mickey A B C Displays the YTD open Encumbrances thru the current month-end. The Cost Center is the combination of the Fund Type, Fund, Organization, Natural Account number, and Project Number. The Cost Center is completed and identified by the project and organization segment values found in this column. In this example the Cost Center would be; 010-0000-21010-XXXXXX-000000000 With the x’s being the natural account numbers not shown on this report. Displays the Actual Expenditure Totals for the current Report Month Displays the sum of the Actual Expenditures from July 1st thru the current Report Month plus the YTD open encumbrances thru the current month-end revised November, 2007

  23. Displays the sum of the Actual Expendituresplus the YTD open Encumbrances for the Report Month displayed but in the Prior Fiscal Year Organization Subtotals Mouse, Mickey A B C Project Number and Name Displays the sum of the ActualExpendituresplus the YTD Open Encumbrancesfrom July 1st thru the June month-end for the Prior Fiscal Year Displays the Budget amount for Operating Accounts or Balance for Foundation Accounts as of June month-end in the prior Fiscal Year Organization Number and Name Displays the Actual Expenditure Totals for the Report Month displayed but in the Prior Fiscal Year Displays the Available Percent (remaining budget available but reflected in %) at the current month-end but for the Prior Fiscal Year. (A-B=C) revised November, 2007

  24. Report Navigation: FMS-M100 Natural Accounts by Cost Center The purpose of FMS-M100, is to compare, by Natural Account code, all resources and obligations versus budget for a cost center. This is a list of all Natural Account activity for the Cost Center. Resources = income (i.e. tuition and internal billing authorizations). Obligations = expenses and encumbrances (i.e. direct payment for supplier invoices and purchase order for supplies). revised November, 2007

  25. M100 Report Banner Page The M100 displays the Cost Center Detail by Natural Account summary which means that it displays a list of all Natural Account activity (all income and expenditure activity) for each cost center listed for the particular recipient. revised November, 2007

  26. Mouse, Mickey Duck, Donald Natural Account Code and Description The FMS-M100 displays Resources first (if applicable) then Obligations with Natural Account activity in sequence. Each row displays the Budget/Beginning Balance, Month Actuals, YTD encumbrances, YTD Actuals with Encumbrances, Available Budget, and Available Percent for each Natural Account code. The Natural Account Codes and descriptions are listed under the Natural Account column in the middle of the report. The M100 subtotals each Natural Account Resource and Obligation category. It also displays Total Resources and Total Obligations for each column. At the end of each cost center, it displays a Net Total Resources and Obligations for each column. revised November, 2007

  27. Displays the Budget amount for Operating Accounts or Beginning Balance for Foundation Accounts Displays Current Fiscal Year Activity thru Month-end Displays Prior Fiscal Year Activity Mouse, Mickey Cost Center Duck, Donald A B C Displays the Available Budget (remaining balance) and the Available Percent at the current month-end. (A-B=C) Displays the YTD open Encumbrances thru the current month-end. Displays the sum of the Actual Expenditures and revenue deposited from July 1st thru the current Report Month plus the YTD open encumbrances thru the current month-end Displays the Actual Expenditure totals and/or Revenue deposited for the current Report Month revised November, 2007

  28. Resources are sources of Revenue that are either budgeted (credited) to a revenue resource code in the cost center or deposited (credited) using a specific revenue resource code in the cost center. Cost Center Mouse, Mickey A B C Revenue Resource Codes and descriptions Displays the Available Budget (remaining balance) and the Available Percent at the current month-end. (A-B=C) This column is a natural debit column. If there is a positive number in this column then you have money available to spend. If there is a number in brackets, for instance the <5890.00> listed in the Application Fee revenue source code row, then that money is not available to spend. In that instance the dept. budgeted expected revenue of $160,000 and they only received $154,110. In the totals at the end of the Available Budget column, the <5890.00> would subtract from the other available balances. Departments may budget expected revenue. Revenue is a credit. The Budget Column is a natural debit column. Therefore, the credit will be displayed in brackets. Displays the Actual Revenue transaction Totals (all revenue deposited or credited via a journal entry to a specific revenue source code) for the current Report Month Displays the YTD open Encumbrances thru the current month-end. Displays the sum of the Actual Revenue transactions from July 1st thru the current Report Month plus the YTD open encumbrances thru the current month-end. revised November, 2007

  29. Mouse, Mickey Duck, Donald A B C Natural Account Code and Description Displays the Budget amount for Operating Accounts or Balance for Foundation Accounts as of June month-end in the prior Fiscal Year Displays the sum of the Actual Expendituresplus the YTD open Encumbrancesfor the Report Month displayed but in the Prior Fiscal Year Displays the sum of the Actual Expendituresplus the YTD Open Encumbrancesfrom July 1st thru the June month-end for the Prior Fiscal Year Natural Account Codes are totaled by Series or categories of similar expenditure types. Natural Account Series Subtotals Displays the Available Percent (remaining budget available but reflected in %) at the current month-end but for the Prior Fiscal Year. (A-B=C) Displays the Actual Expenditure Totals for the Report Month displayed but in the Prior Fiscal Year revised November, 2007

  30. Report Navigation: FMS-M900 Detail Ledger Activity The purpose of FMS-M900, is to list each actual and budget transaction that posted against the cost center by Natural Account. The report is sorted sequentially by Natural Account number. This detail does not include encumbrance activity. The encumbrance activity is displayed on the FMS-M910 report. revised November, 2007

  31. M900 Report Banner Page Mouse, Mickey 111111 revised November, 2007

  32. Cost Center Project Name that matches Project Number in the Cost Center Each Natural Account is subtotaled by Actual Expenditures and/or Budget transactions for the month Effective Date of the Batch Natural Account number and name Supplier or Customer name Line Description will describe the expense, Pcard transaction, journal entry or budget entry 1234569789101123 Mouse, Tim 1234569789101123 Mouse, Tim revised November, 2007

  33. Category of the transaction. This will show the type of entry. It may be from an interface, a purchase invoice, a journal entry, a budget journal. an internal billing, an adjustment, or an accounting correction. Source of the transaction. This will show the derivation of the entry. It may list an FMS module, an interface source, or that it is a manual entry. Name of the General Ledger Journal 12345123456789 Mouse, Minnie Duck, Donald revised November, 2007

  34. Fast Food Department An example of revenue posted to the revenue resource code #040252, Sale of Raw Food from a deposit via an interface transaction using the CASHNET system. The CASHNET system is the application that records deposits and transfers the deposits to the appropriate cost center. The revenue of $55.94 was credited to this cost center. It is displayed in brackets <55.94> because the Actual Column is a natural debit column. Revenue Resource Code and description Minnie Mouse mou@ohio.edu, Central Food Facility, 10/03/06 The FMS-M900 Detail report displays the Actual Revenue transaction detail (all revenue deposited or credited via a journal entry to a revenue source code) for the current Report Month. Revenue transactions are those posted to a Revenue resource code. Natural account codes that account for revenue transactions all begin with #04. An example of revenue posted to the revenue resource code #040681, Miscellaneous Income using a Manual Journal Entry. The revenue of $111.38 was credited to this cost center. It is displayed in brackets <111.38> because the Actual Column is a natural debit column. revised November, 2007

  35. How do my totals from the FMS-M900 Detail report tie into the FMS-M110 report and the FMS-M100 report? FMS-M100: The Actual Expenditures total from the FMS-M900 report will match the FMS-M100 report Month Actual total column. The Cost Center totals for both the Actual Expenditures and BudgetTransactions for the current month. FMS-M110:The Actual Expenditures total from the FMS-M900 report will match the FMS-M110 report Month Actual total column. revised November, 2007

  36. Report Navigation: FMS-M910 Open Purchase Orders by Cost Center The purpose of FMS-M910, is to list the open purchase orders by Organization and Project sorted by Fund Type, Fund, Natural Account. revised November, 2007

  37. M910 Report Banner Page Mouse, Mickey 111111 revised November, 2007

  38. Cost Center Mickey Mouse The report is sorted sequentially by Natural Account Codes and Descriptions Mouse, Minnie Purchase Order Number Line Number– matches line number on Requisition Form The OU Staff member that was listed as the requestor on the Requisition Form Description of the line item listed on the purchase order. Status of the Purchase Order. It should always display ‘Approved’. Supplier Name The ‘Open Status’ of the PO will be displayed. It will display either OPEN or Closed For Invoice. The amount remaining to be paid by the Cost Center. This amount is the encumbered amount as of the month-end. This total will always match the total encumbered amount for the month displayed on the FMS100 and FMS110 report. The line amount encumbered to the Cost Center. Date the Purchase Order was encumbered Amount charged to the Cost Center. This will be reflected in the Actual Expenditure Totals for the Cost Center. revised November, 2007

  39. How do my totals from the FMS-M910 Detail report tie into the the FMS-M100 report? Cost Center Mickey Mouse The line amount originally encumbered to the Cost Center. Mouse, Minnie Amount charged to the Cost Center. This will be reflected in the Actual Expenditure Totals for the Cost Center. Mickey Mouse FMS-M100 report: The Open amount is theamount remaining to be paid by the Cost Center. This amount is the encumbered amount as of the month-end. This total will always match the total YTD encumbered amount for the month displayed on the FMS100 and FMS110 report. revised November, 2007

  40. Report Navigation: PAY-M940 Payroll Distribution Detail – Cost Center The purpose of PAY-M940, by Employee is to list monthly and year-to-date costs associated with an employee. The report will list all employees, in alphabetical order, that are charged to a particular Cost Center. The year-to-date costs are Fiscal year-to-date costs (July 1st thru the report month). revised November, 2007

  41. M940 Report Banner Page Mouse, Mickey 111111 revised November, 2007

  42. Cost Center ‘YTD’ is the Actual Payroll charged to the Cost Center for each employee beginning July 1st thru the report month. ‘Month’ is the Actual Payroll charged to the Cost Center for the employee in the current report month. The actual charges are listed for each Natural Account Code. Employee Name and their Employee Number YTD and Monthly Totals are displayed for each Natural Account Code, Employee, and Cost Center. revised November, 2007

  43. Report Navigation: PAY-M941 Payroll Distribution Detail – Cost Center by Natural Account The purpose of PAY-M941, is to list monthly and year-to-date payroll detail for a cost center. The report totals are sorted by Natural Account Code. Then each employee’s name and charge is listed for each Natural Account Code. The year-to-date costs are Fiscal year-to-date costs (July 1st thru the report month). revised November, 2007

  44. M941 Report Banner Page revised November, 2007

  45. ‘YTD’ is the Actual Payroll charged to the Cost Center for each employee, beginning July 1st thru the report month. ‘Month’ is the Actual Payroll charged to the Cost Center for each Natural Account Code in the current report month. The actual charges are listed for each employee. YTD and Monthly Totals are displayed for each Natural Account Code, Employee, and Cost Center. revised November, 2007

  46. Appendix • Accessing Reports from the Web • Acrobat Reader Quick-reference revised November, 2007

  47. Access Reports from the Web • Open your Internet browser. • Go to “www.ohio.edu” revised November, 2007

  48. Access Reports from the Web, cont’d… • Click the Faculty/Staff link. • Click the Enterprise Business Systems link. revised November, 2007

  49. Accessing Reports from the Web • Sign on to the Enterprise Business System Portal. • Enter your • Oak ID here 2. Enter your Oak password here 3. Click the Connect button revised November, 2007

  50. Report Distribution Module Your name listed as the report recipient. Report Month The date the report was run. FMS Report Identification number The name of the report. Generally indicates report content. revised November, 2007