Non nVision Reporting. Finance Systems Training. Rohin Whitford Finance Business Solutions – User Support & Training. Agenda. NS Financials Overview Reporting Options Downloads & Inquiries Standard Reports Customer & Vendor Reports Purchasing Reports Billing Reports
Finance Systems Training
Finance Business Solutions – User Support & Training
Customer & Vendor Reports
General Ledger updates overnight
HRMS / Payroll
If you are a functional user of NS Financials, wherever you see this icon you have the option to download the list to Excel.
Useful Inquiry for looking up Suppliers (AP Vendors)
To View – Supplier Inquiry
Useful Inquiry for looking up Suppliers (AR Accounts)
To View – Customers
Useful Inquiry for looking up Expense Reimbursement Status
To View - Expense Reimbursement Status
(may also be accessed from Main Menu)
eProcurement/Manage Requisitions/Requisition Cycle Icon
Useful Inquiry for looking up a Purchase Orders lifecycle
Purchasing/PO’s/Review PO Info/Activity Summary
Useful Inquiry for looking up Payment status on a UNSW Invoice
Accounts Receivable/Customer Accounts/Customer Information/Customer Activity
Budget Overview Inquiry
Summary position of your Budget or Project, ie: how much money is left or how much is encumbered.
Go to Manage Requisitions under the eProcurement Menu
You can drill down on the hyperlinks to view more detailed information
Not an asset
No payment made
Review PO Information
Enter the information of the Purchase Order you are inquiring about
Purchase Order Details Tab
“What was ordered”
“What was received”
Invoice Tab (AP Voucher)
Expand the tab menu’s
Note the download to Excel option
There are many standard reports delivered with NS Financials. These can be found in the menu’s.
Purchase Order Reports
Credit Card Reports
Accounts Payable Reports
To run a report, you must tell the system when and where you want the report to run. For most reports, you must also set parameters that determine the content of the report, such as the business unit or time period on which to report. This is called a Run Control. Run Controls are unique to the User, i.e., only you can see and use them.
Once you’ve set your run control and pressed “RUN”, an instance starts processing to gather the information to put into the report based on the parameters set in the run control.
Where you Monitor your process instance. You will only be able to access your report once the process runs to “Success” and the report has been “Posted”. Accessible from most reporting windows or via the Process Scheduler menu.
Where reports are posted once the Process Instance has run to Success.
“I want to print a report please, here are my requirements”
Process runs to get it!
Watching it work
Success! Your report has been Posted! Come and get it!
Customer & Vendor Reports:
Lists all active customers by setID (always “GROUP”) - CustID, name, address, phone/fax, Credit Analyst, Sales Person and collector.
Reports under Requisitions
Reports under Purchase Orders
Provides a summary of all purchase orders by Business Unit between a period of time with multiple sort options. Also useful to identify PO’s with change orders.
Reports under Purchase Orders (cont.)
An awesome report for checking the balance of bulk Purchase Order's and/or Purchase Orders with balances outstanding, etc.
Menu Path =Purchasing / Review PO Information / Activity SummaryTo look up invoice numbers that have been applied against purchase orders, valuable for checking the balance of Bulk POs.
Shows all unpaid or partially paid Purchase Orders (including bulk orders) for a business unit between a period of time. (May also be run as a query)
Reports under eProcurement
Contains several inquiries and reports for Requisitions, Purchase Orders, Receipts, RTV (return to vendor) credit details, Match Exceptions, etc. Many of these reports are included in the “Reports under Purchase Orders” section.
A useful report if you are responsible for resolving match exceptions.
GLFS report (General Ledger Financial Statement)
Project Financial Statement
The NS Financials Tree Manager functionality uses 'Trees' to graphically represent the hierarchy used to capture the relationship between entities and to determine the roll-up structure.
In this exercise we’ll be viewing the Tree hierarchy used by UNSW for all funds - called ALL_ACCOUNTS.
You can also view all organisation = ALL_ORGS and all accounts = ALL_FUNDS tree hierarchies in the same way
Go to the tree viewer and search for ALL_ACCOUNTS
Select the tree for this budget year
You can also print the tree
PS Query is an end user reporting tool used to extract information by using visual representations of the NSF database, without having to know how to write SQL Statements.
Users can choose to use PS/Query in the following ways:
Display data in a grid (“run to html”)
Preview queries within Query Manager, displaying the result set in a grid for review. This option is useful as you refine your queries.
Download to an Excel spreadsheet
Choose to have the data downloaded and formatted as a Microsoft Excel spreadsheet. This option is available in your query search results, or after you run or schedule a query.
Search for the query you want to run
Run the Query
Enter the Project ID and Press View Results
There are over a thousand query reports – here is how you can download a list of them.
The name of the Query Report
Use Query Description Query Name
List / Find Queries Find Query Purpose FIND_QUERY_PURPOSE
Check Chartfields Confirm Chartfield Combination FUP_PROJECT_COMBINATION
AR & BILLING
Checking payments List Payments for Invoices FUP_AR_PAYMENT_ITEM
Billing by Project Billing by Project FUP_BILLING_PROJECT
Billing by Department Invoices By Date & Dept by BU BI_DATE_DEP
Billing by BU with Biller Billing by Bus Unit w Biller FUP_BI_DETAIL_BY_BU_W_BILLER
Inv Activity Billing Invoice Activity by Dt FUP_BI_INVOICE_ACTIVITY
Inv Activity by Customer Billing Invoice Activity by Dt by CustFUP_BI_INVOICE_CUST_ACTIVITY
Voucher details for PO Enter POID-Return Vchr Details FUP_PO_VCHR_PYMT
PO Open Enc by BU List PO Open Encumbr by BUFUP_PO_OPEN_ENCUMB
PO Open Enc w/ Buyer List PO Open Encumbrby Buyer FUP_PO_OPEN_ENCUMB_BUYER
PO Open Enc by Dept List PO Open Encumbr by Dept FUP_PO_OPEN_ENC_BY_DEPT
List POs by Project ID POs incl. Chartfields FUP_PO_DETAIL_BY_PROJECT