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 Payment Reports • Trees • GLFS Report • PS Query
Our Systems Finance Portal Student Administration FIMS (Calumo) NS Financials General Ledger updates overnight HRMS / Payroll Management Reporting n/Vision
NS Financials Overview Expenses Asset Management Credit Card eProcurement Accounts Payable Purchasing Billing Accounts Receivable General Ledger 4
Reporting Options • “Download” Reports • Inquiries • Standard Reports • PS/Query • n/Vision (nVision Reporting is covered in a separate class) • Calumo(Calumo Reporting is covered in a separate class)
DOWNLOADS & INQUIRIES
If you are a functional user of NS Financials, wherever you see this icon you have the option to download the list to Excel.
Portal Menu Inquiries 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) Handy Inquiries /
Useful Inquiry for looking up a Requisition lifecycle 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. Handy Inquiries /
Requisition Lifecycle Go to Manage Requisitions under the eProcurement Menu
Requisition Lifecycle You can drill down on the hyperlinks to view more detailed information
Requisition Lifecycle Not an asset No changes No returns Invoice entered No payment made
Purchase Order Lifecycle Purchasing Purchase Orders Review PO Information Activity Summary
Purchase Order Lifecycle SCTEC 0000048814 Enter the information of the Purchase Order you are inquiring about
Purchase Order Lifecycle Purchase Order Details Tab “What was ordered”
Purchase Order Lifecycle Receipt Tab “What was received”
Purchase Order Lifecycle Invoice Tab (AP Voucher)
Purchase Order Lifecycle Matched Tab
Purchase Order Lifecycle Expand the tab menu’s
Purchase Order Lifecycle Note the download to Excel option
STANDARD REPORTS There are many standard reports delivered with NS Financials. These can be found in the menu’s.
eProcurement Reports eProcurement Reports
Purchase Order Reports Purchase Order Reports
Credit Card Reports Credit Card Reports
AP Reports Accounts Payable Reports
AR Reports Accounts Receivable Reports
AR Reports Accounts Receivable Reports
Reporting Terminology Run Control 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. Process Instance 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. Process Monitor 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. Report Manager Where reports are posted once the Process Instance has run to Success.
“I want to print a report please, here are my requirements” Run Control Process Instance Process runs to get it! Process Monitor INITIATED PROCESSING SUCCESS Watching it work Report Manager Success! Your report has been Posted! Come and get it!
Standard Reports Customer & Vendor Reports: Customer Reports • Customers by Unit - AR31002 Lists active customers by business unit - CustID, name, address, phone/fax, Credit Analyst, Sales Person and collector. • Customers by SetID - AR31001 Lists all active customers by setID (always “GROUP”) - CustID, name, address, phone/fax, Credit Analyst, Sales Person and collector. Vendor Reports • AP Vendor Summary - APY3001 Menu path = eProcurement / Reports / Vendor Summary Listing. List all vendors with Vendor ID, short vendor name, by class (Supplier, Employee, Student). • (May also be run as a query)
Standard Reports Purchasing Reports: Reports under Requisitions • Requisition to PO Xref - POY1100Lists your requisitions and their associated PO information for a business unit between a period of time. Useful if you use eProcurement. • PO to Requisition Xref – POY4100Lists your requisitions and their associated PO information for a business unit between a period of time. Useful if you use eProcurement. Reports under Purchase Orders • PO Listing Report – POY4010 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.
Standard Reports Reports under Purchase Orders (cont.) • Activity - POPO009 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. • PO Open Encumbrances- FUPPO008 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. • Match Exceptions - APY1090 A useful report if you are responsible for resolving match exceptions.
Standard Reports • Billing Reports: ( Generate Invoices/ Reports) • Invoice Reports • Invoice Register - BIIVC002Invoice Register by Business Unit, by date range, sorted by invoice number.Suggested query “BI_DATE_DEP” • Invoice Register - BIIVC003 • Invoice Register by Business Unit, by date range, sorted by Customer.Suggested query “BI_DATE_DEP”
Standard Reports Tree Manager • Inquire on and print (optional) • ALL_ORGS organisational structure • ALL_FUNDS_CALUMO funding structure for fund codes to use • ALL_ACCOUNTS list of account codes to use, eg: for expenses or revenue • Always choose the one for the current budget period effective date, ie: 01/01/2013 for your Set ID. Eg: GROUP for UNSW and NSGLO for NS Global. GLFS report (General Ledger Financial Statement) • Report listing of all Expenses / Income for a specific Project for a specific Budget Period. Schedule your reports to be run overnight. By ticking the required box additional information relating to AP Vouchers, AR information and Payroll details can be obtained.
GLFS Report General Ledger General Reports Project Financial Statement
Trees 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