BRIO 101: Understanding Department Statements

1. BRIO 101: Understanding Department Statements Presented by April Dunham-Filson

2. Agenda • Introduction • Running a Department Statement • Reading a Department Statement • Running a Payroll Report • Reading a Payroll Report • Questions

11. Creating your statement Click on the Process button highlighted above

12. Running your Department Statement • Enter the Fiscal Year or highlight • Click OK • Enter the Fiscal Period or highlight • Click OK

13. Department Statement (cont) • Enter your department ID • Enter numerous Dept ID’s by separating with a comma and no space • If it isn’t something you want to limit on, click Ignore • Click OK • Enter an Account Code • If it isn’t something you want to limit on, click Ignore • Click OK

14. Department Statement (cont) • Enter a Fund Code • Brio is case sensitive • If it isn’t something you want to limit on, click Ignore • Click OK • Enter a Program Code • If it isn’t something you want to limit on, click Ignore • Click OK

15. Department Statement (cont) • Enter a Class Code • If it isn’t something you want to limit on, click Ignore • Click OK

16. The Results

17. Different types of Statements • 4 types of statements • YTD Statement-Detail = Detailed breakdown based on your limits to create a statement • YTD Statement-Summary = Summary report by account codes • YTD Mgmt Summary = Summary report of the detail • YTD Statement-Summary by Dept/Fund/Prog = One page per

18. How to read your Statement • Header • Breakdown of Detail • Date = System transaction date • Description = Vendor Name or type of transaction • Doc Code = Relates to the Source and what code the system generates in the system • Doc Ref = A reference field based on the type of transaction, for example invoice number, procard cardholder name, or work order number • Enc Number = PO number

19. Source = Type of transaction this is This code will tell you who to contact within Financial Services Current Budget = Only used when given a budget, usually will only be one overall entry <Rev>/Exp = Revenue or expense that is adding or deducting from your account. Actual charges to your accounts. Signs are opposite than normal in this column Encumbrance = The amount of the PO and any adjustments to that PO Bal Available = The amount available in that chartfield What is most important is the overall balance available and whether or not you are deficit

20. Creating your Payroll Report Click on the Process button highlighted above

21. Running your Payroll Report • Enter your Username • Click OK • Enter your PIN • Click OK

22. Payroll Report (cont) • Enter DeptID • If it isn’t something you want to limit on, click Ignore • Click OK • Enter the Fund • If it isn’t something you want to limit on, click Ignore • Click OK

23. Payroll Report (cont) • Enter an individuals name • If it isn’t something you want to limit on, click Ignore • Click OK • Enter the Fiscal Year or highlight a year that is there • Click OK

24. The Results

25. Different types of Reports • 2 Reports broken down by Dept Id or Prgm • Pivots • Give a different way to view the results • Export to Excel

26. How to read your report • Overall report (very basic) • Dept ID • Fund • Account Code • Employee • Empl ID • Program • Porject • Amount

27. Questions