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Customizing Alio Finance Reports

Customizing Alio Finance Reports. John Green & Martha Pluemer. Customizing Finance Reports in Alio. Variable Column Reports Report/Column Headings Report Specifications. Variable Column Report.

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Customizing Alio Finance Reports

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  1. Customizing Alio Finance Reports John Green & Martha Pluemer

  2. Customizing Finance Reports in Alio • Variable Column Reports • Report/Column Headings • Report Specifications

  3. Variable Column Report • A Variable Column Report is a custom FAS report designed by combining a group of database keys into a report style • When the Variable Column report is generated, you can choose the report style to determine the contents of the report including column headings • Can I run multi-year reports in Alio? • YES!

  4. Variable Column Report • The Variable Column report enables you to compare the Budget Preparation (BPS) proposed budget with your previous year budget • Compare up to 5 previous years • You can also create a column calculating a formula using the other column data amounts

  5. Variable Column Report • FAS  FAS Report  Variable Column Report

  6. Report Columns

  7. Determine the report column headings. Use the Columns and Headings Report Fields program to view the list of available Key column headings We recommend you do not change column heading descriptions on this form Variable Column Report Headings

  8. Variable Column Report Columns • Current Year – Start with CY • Differences between values – Start With % and D • Account Measures - Start with AM • Budget Prep – start with B – need a Scenario • Pre encumbrance values start with PRE • Prior Year start with PY and go back five years • There are other special values

  9. Current Year Values

  10. Differences

  11. Budget Prep Fields

  12. Account Measures & Pre Values

  13. Prior Year

  14. Special Values

  15. Column Headings • Explore the column headings in Report Fields – FMRPT03A.FMX • Users may not need to use a formula or a percent!

  16. Report Styles

  17. Report Styles – FMRPT03B.FMX • Variable Column Report  Build Variable Column Report Styles • Style Description is user defined, type a title for the report style • User determines what account types to include in report

  18. Report Styles – FMRPT03B.FMX • What type of report are you building? • Select the account types for the report: Include Expenditures, Revenues, Liabilities, Control, Equities, and Assets • Other Sources/Uses - Leave the Other Sources/Uses check box blank unless your organization has implemented Account Types 77 and 78 to report other journal transactions, such as debt

  19. Report Styles – FMRPT03B.FMX • Use Debit Credit – Revenues & Expenses show positive amounts • Don’t Use Debit Credit – Show Natural Balance • Change Sign – Profit and Loss Report; Show expenses as negative and revenues as positive

  20. Column Headings - Helpful Search • Build a report to see actual amounts for the previous 3 years compared to the current year actual • Chose your columns from the List of Values • Search using the Key Field ID • Ex. Previous Year 3 = PY3

  21. Completed Report Style • The Report Columns are selected for expenditure comparisons • Favored Headings – column heading names displayed on the report output. Key the value to display as the column heading.

  22. Choose Report Style • Select the Variable Column Report to run • To open the report in a spreadsheet, select the Open in Spreadsheet check box and select the Variable Column Report (Spreadsheet) - FVXLS01S.REP

  23. Report Specifications • Open the Variable Column Report and select the report specifications report number to run, then select the report style

  24. Report Examples

  25. Report Example – FJEXS01S.REP • Example of a completed Variable Column Report

  26. Report Example – FJEXS01S.REP • All Variable Column Reports are spreadsheet ready • Data is provided in detail; user manipulates report to their personal specifications

  27. FAS Report Specifications Master (FMRPT01A.FMX) • FAS  FAS Report  FAS Report Specifications • Save the variable column report style to default each time the report number is run

  28. Variable Column Report (Legal Size) • Legal Size reports contain more columns but require larger paper to print

  29. Variable Column Report (Legal Size) • You must have Legal Size paper to print this report (8.5” x 14”)

  30. Variable Column Report (Legal Size) • The last page of the report will provide the column headings used to run the report

  31. Formulas

  32. Formulas • Use the Formula field and the operators (+,-,*,/) to create a “results” column using two or more of the other six columns • Use parenthesis [( )] to indicate which operations should be performed first • Column A (Adjusted Budget) • Column B (Expenditures YTD) • Column C (Formula) B/A = Percent of Budget Expended • (OR) Column C (Formula) A-B = Budget Remaining

  33. Formulas in Variable Column Reports • Show the difference between budget and expenditures the previous 2 years

  34. Budget Preparation System (BPS) Scenario • If you create Budget Prep scenarios, those amounts can be entered into Variable Column Report columns

  35. Budget Prep Reporting

  36. Budget Preparation System (BPS) Scenario • Alio has 18 different BPS columns that can be used in Variable Column Reports • Use %Budget Prep% to find the BPS column needed for the report

  37. Budget Preparation System (BPS) Scenario • The report column will use the managed budget for the report when indicated in the report style

  38. Budget Prep (BPS) Scenario • When the report parameters populate, the Scenario No must be entered in exactly how it is defined in the Scenario Master (must be manually typed in)

  39. Budget Prep (BPS) Scenario • The report column shows amounts from the 2021 BPS Scenario

  40. Student Activity Report

  41. Report Style

  42. Report Specifications

  43. Student Activity Report

  44. Profit and Loss Report

  45. Variable Column - FJEXS01S • A sample report showing Expenditures and Revenues using “Change Sign” • A Formula is used to calculate Available Balance

  46. Variable Column - FJEXS01S • Select a Report Specifications and modify the sorts and selections as desired.

  47. Variable Column - FJEXS01S

  48. Variable Column - FJEXS01S • Account inquiry for a revenue account • Verifies the amounts on the report

  49. Variable Column - FJEXS01S • Account inquiry for an expense account. • Verifies the amounts on the report.

  50. Dimension Account Type is a user defined dimension identifying type 81 (revenue) and 91 (expense) • Dimension Profit Center is a user defined dimension identifying fund 51 with location.

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