Financial Reporting

Training

ii

Table of Contents

Course Description……………………………………………………………………………………………………….. iv

Chapter 1 - General Ledger Terminology……………..…………………………………………………. 1 Terminology………………………….…….………………………………………………………………………………. 2 Journal Source Codes………………..…………………………………………………………………………….…. 3 Accounting Periods….………………………………………………………………………………………………….. 3 Guide for Journal Line Ref and Line Descr by Journal Source………………………………….. 4 Service Unit Billing Codes…………………………………………………………………………………………… 4

Useful Links…………………………………………………………………………………………………………………. 4 Chapter 2 - Wolfpack Reporting System..…..……………………………………..……………….….. 6 Overview……………………………………………………………………………………………………………………… 7 Accessing Wolfpack Reporting System.…………………………………………….………………..…….. 9 Main Menu……………………………………………………………………………………………………………………. 10

My Preferences……………………………………………………………………………………………………………. 11 Report Descriptions………………………….………………………………………………………………….…….. 12

Viewing a Report…………..……………………………………………………………………………………………. 16 Using Drill Downs……………………….……………………………………………………………………..……….. 19 Researching Information………………………….……………………………………………………….……….. 22 Researching MarketPlace Orders…………….……………………………………………………….……….. 23 Saving Reports………………….……….……………………………………………………………………………….. 29 Saving Reports as an Excel File………………….…………………………………………….……… 31 Helpful Reminders and Help…………..……………………………………………………………………….. 32

Chapter 3 - Basic Queries………………………………….………………………………………….…………….. 30 Objectives……………………………………………………………………………………………………………………. 35 Relational Database…………………………………………………………………………………………………….. 36 Opening a Public Query and Running the results to the Financial System.……….……. 40 Running a Query with the results to Excel…………………………………………………………………. 44 Edit a Query…………………………………………………………………………………………………………………. 45

Saving a Public Query as a Private Query…………………………………………………………..…….. 50

Changing the Fields and Criteria in a Query and Running to the Financial System... 51 Other Queries……………………………….……………………………………………………………………………….. 60

iii

Financial Reporting Training

General Ledger Terminology

Wolfpack Reporting System

Query Manager

iv

Participant Guide

Course Description Welcome to the Financial System Reporting workshop! At the end of this class you will be able to:

Understand basic General Ledger Terminology Use Wolfpack Reporting System to run reports to view daily account status, transaction information, and save as Excel

files Understand the relational database structure Understand Private verses Public queries Run queries with results to the Financial System or to Excel Change fields and criteria in an existing query and save it as a private query

The Learning Materials

The learning materials will give you an overall understanding of the tools available to assist you in learning both in the classroom and while on the job. The learning materials consist of the following:

Participant guide Training database Practical Exercises Computer Based Training Summary and review questions

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NOTES:

1

CHA P T E R 1

General Ledger Terminology

2

Terminology The following provides chartfield terminology, description, and example as it relates to the

Financial System.

Financial

Terminology

Legacy

Terminology

Description Example

Account Object Code

Expenditure Code

Revenue Object

Categorizes the transaction by its nature. The leading digit classifies the transaction as being

an Asset (1); Liability (2); Fund Equity (3); Revenue (4); or Expense (5).

11100 – Cash Balance (Asset) 22010 – Accounts Payable (Liability)

40221 – State C & G (Revenue) 51219 – SPA Reg. Salaries (Expense)

Fund BCTF (Budget Code Trust Fund)

Classifies the transaction by a five digit major funding category.

16030 – Academic Affairs 91000 – Trust Funds

Organization (Org) or Department

OUC (Organizational Unit Code)

Represents the department (OUC) effected by the transaction.

140301 – Civil Engineering 180701 – Textile & Apparel Tech & Mgmt

Program Purpose Code

Classifies the transaction by broad function.

101 – Regular Term Instruction 110 – Organized Research

Sub-Classification (Sub-cls) or

Appropriation Number (Approp)

Segments transaction for reporting purposes

primarily based on sources of funding.

212 – Ledger 2 Account only

552 – C&G ABR 5 State

Project ID (Prj/Grt) * The Project ID (Prj/Grt) has three

different types:

Classifies transaction to specific activities or cost centers.

Project Reference GL Account

Referenced Project 015160

Project Segment FAS Account

SL Account

Subsidiary Ledger 207637

Project Phase FAS Account

Project

FAS Project Number

Activity Identifier

Project

Project Phases are used

for greater detail in activity or cost center tracking analysis.

207637-82001

(In the legacy system the Project Phase was just the five digits after the hyphen. In the current system the Project Phase is

the entire numerical string of the six digit Project Segment plus the hyphen five digits.)

3

Journal Source Codes The following journal source codes can be used to determine where a transaction originated.

For example, a source of A60 provides information that the transaction is a Voucher.

Source Description Source Description

701 Budget Journals – State BD701 O40 Online Disbursements

A40 Non Payroll Disbursements (Voucher Payments)

O47 Clear Payroll Liabilities

A60 AP Accrual Entry (Voucher) O48 Wire Transfers Out/Payments

ALB Allocations Budget Checked O51 Online Encumbrance Entry

ALO Allocations Not Budget Checked O60 Online Miscellaneous

APR AP Accrual Reversal O65 Transfer of Non-Payroll Expense

B63 Student Billing O66 Transfer of Revenue

B64 Service Unit Billings O67 Year End Adjustments

BLD Annual Budget Load O68 Year End Accruals

BUD BUDJRNL template budget entry O69 Year End Reversals

C32 Core Departmental Deposits O71 Online Pre-Encumbrance Entry

CBR BUDGETJRNL template budg entry O91 YEAR END ACCRUAL

CFB CNGFAIBUDG template budg entry O92 YEAR END REVERSAL

COR CORRECTION _ NO ICE O93 YEAR END PERMANANT ADJUSTMENT

DEP Non Treasurer Deposits O94 YEAR END PRESENTATION ADJUST

EHR Payroll Encumbrances O95 Y/E CORRECTION WITH ICE

ENC Indirect Cost Encumbrances O96 Y/E CORRECTION – NO ICE

H40 Manual Payroll Checks O97 BEGIN BAL ADJUST - INTERNAL

HR Payroll Entries O98 BEGIN BAL ADJUST - AUDITOR

I32 Internal Interface EC 32 O99 BEGIN BAL ADJUST – ACCTG CHGS

I41 Internal Interface EC 41 OX7 Online Transfers To/From

I58 Internal Interface EC 58 P52 Purchase Orders

I60 Internal Interface EC 60 P72 Requisitions

I61 Internal Interface EC 61 R30 Receivables Payment Entry

ICE Indirect Cash Entries R31 Online State Treasurer

IDF Interdept Funds Transfer/Share R33 Receivables Refunds

IDJ Interdepartmental Journal R34 Internal Deposit Offset

IDS Interdepartmental Sale R37 Online Transfers Fr Otr St Agy

IDT INTER-DEPARTMENTAL TRANSFER R60 Receivables Accruals & Maint

O30 Online Deposit Entry R63 Student Receivable Charges

O31 Online Direct Deposits S60 FAS Suspense Correction EC 60

O36 C&G Online Transfers In SF Student Financials

O37 Acctg. Online Transfers In SUB Service Unit Billings

O38 State Treasurer Interest SUP Suspense

O39 Allotment Entries X60 External Journal Source

Accounting Periods NC State University begins the fiscal year on July 1. Below is a list of the accounting periods

and corresponding descriptions.

Period Description Period Description Period Description

0 Beginning Balance 5 November 10 April

1 July 6 December 11 May

2 August 7 January 12 June

3 September 8 February 998 Year End Adjusting Period (13th Month)

4 October 9 March 999 Year End Closing Period (System Use Only)

4

Guide for Journal Line Ref and Line Descr by Journal Source The following journal source codes have consistent information in your Journal Line Reference and Journal Line Description on the Journal Activity Detail Reports.

Journal Source

Journal Description

Journal Line Ref

Journal Line Description

A40 AP Cancellation & AP Payment Voucher ID Check No, Vendor Name

A60 AP Account & AP Closure Voucher ID Vendor Name

ALO Name of Allocation Blank Name of Allocation including the month and year.

C32 University Deposit Deposit Slip # University Deposit

EHR Payroll ID, Encumbrances Payroll ID Payroll ID, Encumbrances

HR Payroll ID, Payroll Payroll ID Payroll ID, Payroll

* IDT Interdepartmental Billing Invoice # Invoice Line Description

IDF Interdept Funds Transfer/Share IDT # IDT Line Description

IDJ Interdepartmental Journal IDT # IDT Line Description

IDS Interdepartmental Sale IDT # IDT Line Description

P52 PO Encumbrance Purchase Order # Vendor Name

* No longer used

Service Unit Billing Codes Journals begin with two letters that represent their unit and have a journal source of SUB, below is the list:

Code Description Code Description

AL Auto Liability Insurance PP Physical Plant

CC Computing Center * RM Risk & Insurance Management

CH Chemistry SS University Bookstore

* CP Purchase Card TR Transportation

CS Materials Support TS ComTech

GC Gas Cylinders Product & Rental Billing UD University Dining

MF Motor Fleet UG University Graphics

MP Motor Pool US Utility Services

MS Mail Services VS Video Services

NF NCSU Nanofabrication Facility WC Wolfcopy

PC Printing Center WL Warehouse Leasing

PD Physical Damage Insurance * XP Purchase Card Tax

* No longer used

Useful Links

http://www.fis.ncsu.edu/cng/links/acronyms.asp

http://www.fis.ncsu.edu/controller/accounting_system/glossary.asp

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NOTES:

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CHA P T E R 2

Wolfpack Reporting System

https://www.acs.ncsu.edu/scripts/wrs/wrs_menu

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Overview

The Wolfpack Reporting System was designed to create a “one-stop shop” for many

reporting applications available for campus use as well as various application links on the same menu. The system includes customer friendly reports (converted WOLF and Faculty

Accounting Reports) that retrieve information from Financial Reporting in a form that helps you see the big picture, explore details, and make decisions. Using these reports, you will be able to see daily account status and transaction information quickly and

easily in an organized spreadsheet format. You can also connect to various application links from the same menu. These reports/links are available in the NC State

Administrative Portal or are directly available through the web at the following URL: https://www.acs.ncsu.edu/scripts/wrs/wrs_menu

Wolfpack Reporting System Reference Package

This reference package will introduce you to the Wolfpack Reporting System. It is

designed to be used as a desk reference. It provides chartfield terminology as it relates to the Financial System, a description of the Accounting Periods, and a listing of available

Journal Source Codes. The package also includes instructions for using the Wolfpack Reporting System reports/links as well as helpful information to aid you with becoming familiar with the features available in the reports.

Wolfpack Reporting System

The Wolfpack Reporting System is accessible through the Administrative Portal (Finance tab, Monitoring Tools & Reports folder) or directly from the following URL: https://www.acs.ncsu.edu/scripts/wrs/wrs_menu. You must enter your Unity ID and

password. The reports provide FTE, Budget, Current Month Activity, Fiscal Year to Date Activity, Quarter/Project to Date Activity, Encumbrances, and Budget Balance Available

information by individual project. The Main Menu of the Wolfpack Reporting System includes converted WOLF Reports (Reports 1 – 7), converted Faculty Accounting Reports (Reports 8 – 12), a new Three Month Comparison Report (Report 13), and a new

Chartfield Specific Balance by Account Report (Report 14)as well as various application links. There are also informational links at the bottom of the Main Menu. The Frequently

Asked Questions link provides answers to questions, instructions for using common features, and information that will also aid you in becoming familiar with the features available in the Wolfpack Reporting System. The step-by-step instructions included in this

reference package pertain to the Wolfpack Reporting System reports.

Benefits of the Wolfpack Reporting System

There are many benefits to using the Wolfpack Reporting System when seeking financial

information. A few of the benefits are listed below:

One-stop shop. Reports and various application links are on the same menu. My preferences-allows you to control which reports and links appear on the main

menu, and how the reports are displayed for certain features. You can also control which will always be your default report.

Three Month Comparison report available.

8

Web enabled. Because the reports are available on the web, customers can have Financial Production open while running the reports.

All reports can be downloaded to Microsoft Excel.

Customers can re-run the same report for a different project id and/or time period without having to return to the Main Menu.

Drill down is available. Additional fields can be displayed on the journal drill down page.

The detailed journal drill report contains a beginning balance total. Columns within the journal drill report can be sorted by clicking on the column

label.

Information can be seen in detail at the Project Reference, Project Segment, or Project Phase levels.

It is easy to become familiar with using the Wolfpack Reporting System. Instructions and

examples are provided for you, which will help you to quickly get started using this tool.

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Accessing the Wolfpack Reporting System

Using the Administrative Portal:

The Wolfpack Reporting System can be accessed in at least two ways through the Administrative Portal.

1. Click on the Finance tab, click on Monitoring Tools & Reports on the Financial System Menu; or

2. By customizing your Monitoring Tools & Reports pagelet to include the Wolfpack Reporting System

3.

10

Wolfpack Reporting System Main Menu

The Main Menu is used to select which report to run and to specify the Project ID and

Period for which the report should apply to. You can also connect to various Applications from the Main Menu Links section.

The Reports and Application Links that appear on the Main Menu are controlled by settings on the My Preferences page. See the “My Preferences” section below for detailed

information.

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My Preferences

The My Preferences page is used to determine which Reports and Application Links will

appear on the Main Menu. There are pre-defined preferences for Principal Investigators and for non-Principal Investigator users. Principal Investigators will see Reports 8 – 13,

with Report 8 as the default report and the Contracts and Grants Attribute Inquiry link. Non-Principal Investigator users will see Reports 1 – 10 and 13, with Report 1 as the default report and the Chartfield Inquiry and Report2Web links. Due to the sensitive data,

special security is required for Reports 11 & 12. These reports will be unavailable (grayed out) if you do not have the necessary security to access these reports. You must submit

an ASAP request to obtain the special security. The preferences can be changed by checking or unchecking the desired Reports/Application Links. The Reports/Application Links that are checked will appear on the Main Menu. Save the preference changes, close

the My Preferences page and refresh the Main Menu for the changes to appear. You can refresh the Main Menu by pressing the F5 key.

Display Defaults: These preference defaults control what data will always display on Reports 1-7.

Example: If you are not interested in seeing the Balance Sheet Data (Assets, Liabilities, Fund Equity) on the reports, you would set that default to "Hide." If you want to always

see the Account Range Data on the reports, you would set that default to "Show." If you are only interested in seeing limited journal detail (Project, Account, Source/Scenario, Journal ID, Journal Date, Posted Date, Amount Reference, Line Description, Oprid) on the

Journal drill down report, you would set that default to "Hide." Most of the reports have toggle buttons that allow you to change the display defaults on an individual report

without having to change your default preferences.

Excel Download Defaults: When you download the reports to Excel, if you always want all of the Balance Sheet Data

(Assets, Liabilities, Fund Equity) to download, you would set that default to "Full;" otherwise, set it to "Basic." If you always want all of the journal detail (Project, Account,

Source/Scenario, Journal ID, Journal Date, Posted Date, Amount Reference, Line Description, Oprid, Journal Line Number, Accounting Period, Program Code, Fund Code, Deptid, Class, Stat Code, Stat Amount) to download, you should set that default to "Full;"

otherwise, set it to "Basic" and only limited journal detail (Project, Account, Source/Scenario, Journal ID, Journal Date, Posted Date, Amount Reference, Line

Description, Oprid) will download.

12

Report Descriptions

The report descriptions are available by clicking on the Frequently Asked Questions link

that is located at the bottom of the Wolfpack Reporting System Main Menu.

13

Report 1 Fiscal YTD Financial Status

Displays Fiscal Year-to-Date information for Total Revenues and Expenditures. Provides Project-to-Date information for Accounts Payable. Calculates Budget Balance Available (Current Budget less FYTD Activity, less Encumbrances). Drill down (to Period and to Journal) is available on all rows and financial columns except Budget Balance Available. Current FTE, Future FTE, and Future Budget are included in Report 1. Report can be downloaded to Excel. This report should NOT be used to determine project-to-date (PTD) expenses on Contracts and Grants/other projects with expense activities that carry forward/cross multiple fiscal years; this report shows FYTD expenses ONLY. For Contracts and Grants purposes, other reports that include project-to-date expenses (such as Report 2 - Project-to-Date Financial Status, Report 5 - Financial Summary Status, and Report 8 - Project-to-Date Budget Summary) should be utilized when seeking financial information on a PTD basis. Account ranges 11100 through 39999 (excluding 22010) should not be used for Foundation projects. The Current Budget is the original budget load for the beginning of the current fiscal year plus continuing budget transactions posted for the current fiscal year plus one-time current fiscal year budget transactions. The Future Budget is the original budget load for the beginning of the current fiscal year plus continuing budget transactions posted for the current fiscal year plus future continuing budget transactions effective the beginning of next fiscal year.

Report 2 Project to Date Financial Status

Displays Quarter Ending and Project-to-Date/Fiscal Year-to-Date information for Total Revenues and Expenditures. Calculates Budget Balance Available (Current Budget less PTD/FYTD Activity, less Encumbrances). Drill down (to Period and to Journal) is available on all rows and financial columns except Budget Balance Available. Report can be downloaded to Excel. This report shows the project-to-date expenses on Contracts and Grants projects/other projects with expense activities that carry forward/cross multiple fiscal years. This report shows fiscal year-to-date expenses for those projects that do not carry forward/cross multiple fiscal years.

Report 3 Cash Balance

Calculates Cash Balance by adding the beginning fiscal year Cash Balance plus Year-to-Date Revenues less Year-to-Date Expenses plus GL Adds, Deductions and Transfers plus Others (Fund Balance Adjustments). Drill down (to Period and to Journal) is available on all rows except Cash Balances (Amount column only). Accounts Payable information is also available by clicking on the "Show/Hide Accounts Payable" button. Report can be downloaded to Excel.

Report 4 Financial Status

Displays information for Assets, Liabilities, Fund Equity, Revenues and Expenses. Expenses appear in a summarized (collapsed) format by default. Each account range can be collapsed or expanded individually by clicking in the Account(s) column on the gray subtotal rows (if you hover over the Account(s) column subtotal rows, a small box will temporarily appear that displays the message "Hide/show Details"). Drill down (to Period and to Journal) is available on all financial

14

rows/columns. Report can be downloaded to Excel.

Report 5 Financial Summary Status

Displays Project-to-Date information for Expenses. Calculates Budget Balance Available (Current Budget less PTD Expenses, less Encumbrances). Drill down (to Period and to Journal) is available on all rows and financial columns except Budget Balance Available. Report can be downloaded to Excel.

Report 6 ** Summary by Project Phase

Displays Project-to-Date Expenses by Project Segment and Project Phase for a given Project Segment or Project Reference. Calculates Budget Balance Available (Current Budget less PTD Expenses, less Encumbrances). Drill down (to Period and to Journal) is available on all rows and financial columns except Budget Balance Available. Report can be downloaded to Excel. To get a complete list of Project Phases and Project Segments for a Project Reference, run public query Q_PHASES_SEGS_FOR_PROJ_REFS.

Report 7 ** Summary by Project Segment

Displays Project-to-Date Expenses by Project Segment for a given Project Segment or Project Reference. Calculates Budget Balance Available (Current Budget less PTD Expenses, less Encumbrances). Drill down (to Period and to Journal) is available on all rows and financial columns except Budget Balance Available. Report can be downloaded to Excel. To get a complete list of Project Phases and Project Segments for a Project Reference, run public query Q_PHASES_SEGS_FOR_PROJ_REFS.

Report 8 Project to Date Budget Summary

Displays Project-to-Date information for Expenditures. Calculates Budget Balance Available (Budget less PTD Activity, less Encumbrances). Personnel Encumbrances can be removed and the Budget Balance Available recalculated by clicking on the "Add/Remove Personnel Encumbrances" button. Drill down (to Period and to Journal) is available on all rows and financial columns except Budget Balance Available. Report can be downloaded to Excel.

Report 9 Detailed Project Expenditures

Displays Fiscal Year-to-Date detailed Expenditures. Payroll expenditures are summarized on this report by type of employee and do not include employee names. Detailed employee payroll expenditure information is available by selecting the Detailed Payroll Expenditures Report (Report 11). Drill down (to Journal) is available on all rows (Amount column only). Report can be downloaded to Excel.

Report 10 Detailed Project Encumbrances

Displays Fiscal Year-to-Date detailed Encumbrances. Payroll encumbrances are summarized on this report by type of employee and does not include employee names. Detailed employee payroll encumbrance information is available by selecting the Detailed Payroll Encumbrances Report (Report 12). Drill down (to Journal) is available on all rows (Amount column only). Report can be downloaded to Excel.

15

Report 11 Detailed Payroll Expenditures

Displays Fiscal Year-to-Date detailed payroll and fringe benefit expenditures by employee name. The report also includes reallocations. Drill down (to Journal) is available on all rows (Amount column only). Due to the sensitive data, special security is required for this report. Report can be downloaded to Excel.

Report 12 Detailed Payroll Encumbrances

Displays Fiscal Year-to-Date detailed payroll and fringe benefit encumbrances by employee name through the end of the fiscal year or end of Project Period for Contracts & Grants projects. Drill down (to Journal) is available on all rows (Amount column only). Due to the sensitive data, special security is required for this report. Report can be downloaded to Excel.

Report 13 Three Month Comparison

Displays three month comparison for Revenues and Expenditures. Each period is in a separate column and drill down (to Journal) is available. Report can be downloaded to Excel.

Report 14 Chartfield Specific Balance by Account

Displays financial information based on different criteria such as Department, Funding Group, Program, and Class. This report has a drill down capability, FTE information, allow selection and display of 6-digit department information, and the end user has the ability to run the report for any month.

** Reports 6 and 7 only use Project Segment or Project Reference; they do not use Project Phase. Additional Notes: For Foundation projects, only use Reports 1, 5, 6 or 7. Use Report 4 for University Endowment Fund endowment and endowment income projects. These Projects begin with a "7".

16

EXAMPLE 1: Viewing a Report

Step 1: Select Report/Link Select the desired report by clicking on

the report radio button. Note: Report 1 is selected by default for non-Principal

Investigator users. Report 8 is selected by default for Principal Investigators.

- or - Click on the desired Application Link to connect to that particular

application website.

Step 2:

Project ID Enter a Project ID for the Project you want the report for. You can enter a Project Segment, Project

Phase, or Project Reference depending on which report you select.

If you are a Principal Investigator, you

have the option of entering a Project ID or selecting a Project ID from the Project ID dropdown list.

Exact Match: Click on this checkbox

if you want the report to only include „Exactly‟ what you type in. Note that if a Project Segment is typed in (530152) and there are associated Project Phases, they will not be included or „Rolled-Up‟ in the Report. If you type in a Project Reference

(starts with "0"), the program will automatically run a Project Reference report. If you type in a Project Phase (12 or

14 characters), the program will automatically run an Exact Match report.

17

Step 3: Select Period

Note “As of today” is the default. Information as far back as the Month

Ending July 1999 is available.

Reports 9 –12 have a Month Only?

checkbox that will display to the right of the Select Period dropdown box.

Check this box if you want the report to display month only information.

Step 4: View the Report

Note you can click the View Report button or press [ENTER] to execute the report.

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The report (Report 2 Project-to-Date Financial Status is shown) will display in spreadsheet format. See subsequent pages for more on the Wolfpack Reporting System Reports.

Numbers in bold red = Numbers in red = Encumbrances = monies spent FYTD = Fiscal Year to Date

Project/Project Reference

Show/Hide toggle buttons

Return to the Main Menu/ Download to

Excel buttons

Report # and Type of Report

(Rollup Range)

Rerun the same report with a different Project

ID or Period

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EXAMPLE 2: USING DRILL DOWNS

Drill downs are simple to use on the Wolfpack Reporting System Reports. Drill down functionality gives you the capability to view detail information on certain specified values in your report. Simply click on the number that you want to drill down on.

Step 1: Click on an amount field (highlighted in purple). You will get a breakdown of the

amount.

20

Step 2: Continue to drill down on the next spreadsheet by clicking in amount fields.

Note: Drill down is not available for the Beginning Balance (Beg Bal) column.

Accounting Period drill down

21

Journal Activity drill down

Note, there are no journal lines to reflect a beginning

balance, but the amounts are included in the Grand

Total.

Re-sort by clicking on the column title

(Example: Reference).

Hover text appears when you move the

mouse over the column heading title.

22

EXAMPLE 3: RESEARCHING INFORMATION

Note that the reports are sorted by Project ID, then Account, and then Journal Date (simply select the column title to re-sort)

The Source lets you know the origin of the transaction. The Source can be used with the Reference and Line Description fields to identify essential information regarding the

transaction. See page 3 for a complete list of Source Codes. In the example below, the source (P52) tells you that the origin is an Purchase Order

(PO). The Reference is the PO Number and the Line Description is the Vendor Name. The PO ID can be used to look up payment information in Financials. Simply toggle to your

Financials window to research information. Some columns of the report are not shown.

The Source (Scen) refers to the Transaction Type.

P52 = PO Encumbrance

The Reference field refers to the

PO ID in this example.

The Line Description refers

to the Vendor Name in this example.

23

Example 4: Researching MarketPlace Orders

Run your report and drill down on FYTD Activity.

24

Report is sorted by Line Description below.

The Line Description shows the MarketPlace transaction as

MK ##########

25

Place your cursor over the MarkePlace order and the cell changes to a different color. You can clck on this MP line

description and get a complete description of your order.

26

The screen shot below shows the invoice of the MarketPlace

order.

This invoice can be printed by clicking on the “Print this page”

hyperlink.

27

The screen shots below show a more detailed invoice for a different MarketPlace order.

28

29

Example 5: Saving Reports

You can save the Wolfpack Reporting System Reports as web page (html) files or as Excel spreadsheets and use them to support your reporting needs or for reference later.

Saving a Report as a Web Page (.html file)

Step 1: Select File, Save As from the menu. A Save Web Page message will be displayed

indicating that the web page may not save correctly. Do you want to save it anyway? If you reply “Yes”, continue with Steps 2 – 5 below.

Step 2: Choose a folder to save the file. Step 3: Enter a File Name for your report or use the suggested File name that is

automatically suggested.

Step 4: Leave the Encoding default.

Step 5: Click .

-OR-

30

Step 1: Download the Report to Excel by using the Download to Excel Button on the

report.

You will be prompted whether you want to Open or Save the file.

If you Open the file, then you follow Steps 1-3 and 5 on the previous page. If you choose

to Save the file, follow these steps:

Step 2: Choose a folder to save the file.

Step 3: Enter a File Name for your report or use the suggested File name that is automatically suggested.

Step 4: Select Microsoft Excel Workbook for the Save as type.

31

Step 5: Click .

Note: After each download to Excel, you must save the file before the next download.

Saving a Report as an Excel File

Step 1: Download the Report to Excel by using the Download to Excel Button on the

report.

Step 2: Select File, Save As from the menu.

Step 3: Choose a folder to save the file.

Step 4: Enter a File name for your report. The download process will assign a filename

that includes the report #, Project ID, and Run Date (Rpt2_Jnl_372825_20070530) if you want to use that format.

Step 5: Select Microsoft Excel Workbook for the Save as type.

Step 6: Click .

32

Helpful Reminders

Listed below are some helpful reminders for using the Wolfpack Reporting System

and additional help contact information. It is suggested that you refer to the Frequently Asked Questions (link on the Wolfpack Reporting System Main Menu) to

obtain the most current information. You must sign into the Administrative Portal (Unity ID and password) to access the

Wolfpack Reporting System.

Wolfpack Reporting System Reports can be downloaded to Excel.

You can view information online with the Wolfpack Reporting System Reports and research or enter data in the Financial System at the same time.

On the Journal Drill page you can re-sort simply by selecting the column title (Example: Reference).

Beginning balances reflected are the net of the previous June 30 ending balances in

addition to ongoing year end closing entries. Balances will continue to be adjusted

until the year end close process is completed.

Questions concerning the use of the Wolfpack Reporting System should be initially directed to your University Business Officer. If your University Business Officer is not available, questions can be directed to the ETSS Help Desk at 513-1178.

You can run a report for a prior period by simply selecting the appropriate Period

from the Main Menu (Step 3).

Help

For help with specific account information contact your University Business Officer (UBO). Please see the following URL for a listing of UBOs: http://www7.acs.ncsu.edu/financialsvcs/UBO_Information/UBO_DIRECTORY.htm

For technical help contact the ETSS Help Desk at 513-1178.

To download a copy of this manual or to sign up for Training please visit

http://www.fis.ncsu.edu/FinTraining/trainingmanuals.htm

33

NOTES:

34

CHA P T E R 3

Basic Queries

35

Objectives

Understand the structure of a Relational Database

Run queries with results to the screen and to Excel

Change Fields and Criteria in an existing query and save

it as a Private Query

Understand how Public and Private Queries differ:

A Public Query is saved so that any user can access it

and run it. Only a few people have access to save public

queries to limit the number created.

A Private Query is saved so that only the user saving it

can access it and run it. Anyone with query access can

save private queries.

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Relational Database A Relational Database stores data in two or more tables where relationships can be defined between the tables. A field will be in more than one table, and the tables can be joined or linked using that common field.

JRNL_HEADER JRNL_LN JOURNAL_ID JOURNAL_ID JOURNAL_DATE JOURNAL_DATE FISCAL_YEAR PROJECT_ID ACCOUNTING_PERIOD ACCOUNT OPRID DEPTID PROGRAM_CODE MONETARY_AMOUNT JRNL_LN_REF LINE_DESCR

These tables relate

to each other and

can be linked

together because of

these common fields

(Journal_id and

Journal_date).

Because these two tables have common fields (Journal_id and

Journal_date), they can be joined together. That way the

JRNL_HEADER information (Fiscal_Year, Accounting_Period,

OPRID) can be put next to each journal line from the

JRNL_LN table.

These fields

are unique to

this table.

These

fields are

unique to

this table.

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Step 1: Access the Financial System

Access the Financial System using the Administrative Portal at the following URL:

https://adminportal.acs.ncsu.edu/psp/AGPRD/EMPLOYEE/EMPL/h/?tab=NC_GUEST_HOME

1. Enter your Unity User ID and Password. 2. Click the Sign In button.

3. Navigate to the Finance page by clicking on the Finance tab.

https://adminportal.acs.ncsu.edu/psp/AGPRD/EMPLOYEE/EMPL/h/?tab=NC_GUEST_HOME

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Step 2: Navigate to the Query Manager Page

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1. Click on Monitoring Tools & Reports on the Finance Main Menu.

2. Select the Query Manager (Reporting) link from the menu.

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Step 3: Search for a Query

1. Click in the Search by field and type in “PO”.

2. Click on the Search button.

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3. A List of queries appear at the bottom of the screen.

4. Select the query by clicking in the box to the left of the query name.

5. Click on Run to HTML or Run to Excel.

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Step 4: Run the Query

6. Enter the Fiscal Year and Dept Name in the criteria fields.

7. Click on “View Results”.

The query results are now listed at the bottom of the page:

Criteria fields will display

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Step 5: Download the results to an excel spreadsheet

1. Notice the Download Results selections. 2. Click the Excel Spreadsheet option.

That‟s it…the Query Results are now displayed in an excel spreadsheet. You can now save the spreadsheet as an Excel file on your C drive or share drive.

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Exercise 2: Edit a Query and Save it as Private Public Queries are created and stored to allow all Financial System users access.

Only a few users can save queries as Public.

A Private Query is created and saved so that only the user saving it can access it and run it. Anyone with query access can save private queries.

Step 1: Enter Search Criteria

1. Enter PO in the Search By field.

2. Click on search.

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3. A list of queries appear at the bottom of the screen.

4. Select the query needed and click on Edit.

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The Fields tab of the query will be displayed:

5. Click on the Query tab.

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6. Click on the plus sign to the left of Record B.

Notice that all the fields that are in Record B are listed.

7. Click in the box to select the field needed for inclusion in the query.

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8. Click on the Fields tab and you will notice that the Vendor ID

field has been added to the query.

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Step 2: Save the Query as Private

1. Click on the „Save As‟ hyperlink.

2. Change the Owner option from Public to Private 3. Enter a Name (use the underscore character to separate words)

4. Enter a description. 5. Enter the folder name to store the query 6. Click on “OK”.

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Step 3: Change the Query

Navigate to the Criteria page, by clicking on the Criteria tab:

1. This query has two criterias, the first is a prompt and the second is a prompt.

2. To change the second criteria to a constant, click the edit button.

3. The “Edit Criteria Properties” page will appear:

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4. Change the Condition Type to “equal to”. 5. Change the Choose Expression 2 Type option to “Constant”. Type

in your DeptID in the Constant field. 6. Click „OK‟.

7. Click on Save to save the changes.

That‟s it…this query has been changed and saved as a Private query.

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Step 4: Check the Query

Navigate to the Query Manager (Reporting) page from the Finance menu on the left.

1. Click in the Search by field. 2. Enter the query name or part of the query name.

3. Click the Search button.

4. Click on the Run to HTML hyperlink.

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The Search results will be displayed:

5. Notice that there is only one prompt field to complete to run this query.

6. Enter the Fiscal Year and click the “View Results” button. 7. Download results to Excel.

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Using the In List feature on the Criteria tab:

1. Return to the search page to select your query. 2. Click on Edit.

1. Click on the Criteria tab. 2. Click on the Edit button.

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3. Change the Condition Type to In List.

4. Click on the search icon.

5. Type in your DeptID (OUC) in the Value field and click on Add Value.

6. Continue adding until you have all your DeptIDs listed on the Edit

List screen. 7. Click on OK.

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8. Click on OK.

Notice the DeptIDs are listed in the Expression 2 section of the page.

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9. Click on Save. 10.Click on Return to Search and run the query to HTML.

11.Download to Excel.

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Monitoring your Vouchers

Once a month you are required to track vouchers that you have originated. Your task is

to run a Public Query to see if you have any vouchers that need to be closed or deleted.

Step 1: Access the Financial System

Step 2: Navigate to the Query Manager (Reporting) Page

The Query Manager page appears:

1. Type in a portion of the query name and click on Search.

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2. Select the query and click on Run to HTML or Run to Excel.

The above Public Queries are some queries that you might want to use to Monitor your Vouchers.

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NOTES:

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NOTES: