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TAMS DataStore Reports

TAMS DataStore Reports. Basic Navigation FY## Invoice Audit by Organization and Account Open Purchase Orders by Cost Center Open Encumbrance Summary Report TAMS FY## Budget Statement (GL) TAMS FY## Account Statement (GL) TAMS FY## Transaction Report (GL) GM Budget Statement Summary

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TAMS DataStore Reports

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  1. TAMS DataStore Reports Basic Navigation FY## Invoice Audit by Organization and Account Open Purchase Orders by Cost Center Open Encumbrance Summary Report TAMS FY## Budget Statement (GL) TAMS FY## Account Statement (GL) TAMS FY## Transaction Report (GL) GM Budget Statement Summary GM Budget Statement Detail Printing Reports Saving Reports to Disk Emailing Reports TAMS DataStore Reports

  2. Basic Navigation: Login • The download executable for DataStore must be accessed through Internet Explorer 5 (or better) and is available on the following websites: • For Windows XP, NT or 2000: https://admin.tcs.tulane.edu/Datastore32/TS_Datastore32.html • For Windows 98: • Download and install the files from the following site: https://admin.tcs.tulane.edu/Datastore32/ds32net_Client_Components.msi • Then, go to the following site and follow the instructions: https://admin.tcs.tulane.edu/Datastore32/TS_Datastore32.html • For Macintosh: • Contact the DataStore administrator at 988-8540 • Approved users have received a User ID and password from TIS • Contact the DataStore security administrator at 988-8540 if you do not have this information TAMS DataStore Reports

  3. Basic Navigation: Tool Bar Reference Move to last page Print Move to first page Page Down Close Grid Page Up Zoom Out Save to disk, or email Search Options Perform Sub Search Close Search and Log Out Zoom In • Close Search and Log Out will close all index templates and log you out of DataStore • Search Options returns you to the index template in order to change criteria for a new search • Page Up & Page Down moves each page in the direction selected • Move to first page & Move to last page moves cursor to beginning or end of statement • Zoom In & Zoom Out will magnify and decrease size of statement • Perform Sub Search will allow you to search for items within the report • Save to Disk or Email gives you the option to email the report, or to save it to your computer • Print will allow you to print statements to you printer • Close Grid will hide grid from view • Grid opens automatically when you perform a search • The grid is not useful for the purpose of reading TAMS reports TAMS DataStore Reports

  4. Basic Navigation: Index Template Index Template List • The Index Template contains a list of DataStore reports that are available to you • Access to TAMS reports is limited by your existing TAMS security • Use the pull down list to select the report you would like to access • DataStore presents information in a page format • A page break is inserted between each Organization and Account • Security is linked to each Account/Page break TAMS DataStore Reports

  5. Basic Navigation: Search Criteria Index Template Selection Search Criteria Start Search button Index Field drop down list Index Fields Start Search button • Choose the report you want to search by using the Index Template Selection • Use the Search Criteria fields to define the report pages you want to retrieve • Enter a specific value in the field • Click the down-arrow to see a drop-down list of previously used values • Click on the Index Field name to generate a picklist • Press the “Start Search” button when you are satisfied with your search criteria TAMS DataStore Reports

  6. Basic Navigation: Sub Search Index Fields • Use Sub Search to further refine your report from what the Index Fields offer • You must type search criteria in at least one Index Field before using Sub Search • Type the string of characters that you want to query in the Sub Search field • Search on a word, a phrase, or a number • Wild cards are not necessary • The string of characters you typed in the Sub Search field will be highlighted in green on the retrieved report • You also have the option to perform a sub search on the retrieved report The above search criteria will return a report with pages containing invoices rolling up to organization 13122 as of run-date 24-OCT-2003 that contain the word “franklin” anywhere on the page TAMS DataStore Reports

  7. TAMS Invoice Audit by Org & Acct • The TAMS Invoice Audit by Org & Acct contains invoice and Accounts Payable check information: • Invoice Number, Invoice Type, Invoice Date, AP Voucher Number, Check Due Date, Invoice Amount • Check Number, Check (issue) Date and Check Amount • A list of invoices can be generated for your Organization, Account, or the Vendor Name • Individual invoices can be located by the Voucher Number, Invoice Number or Check Number • Run Date field must be entered in order to generate accurate information. TAMS DataStore Reports

  8. TAMS Invoice Audit by Org & Acct: Selection of Run Date Index Field Double click on latest run date available • Click on the Index field name, Run Date DD-MMM-YYYY • Choose the latest date available by double clicking on that date • The Run Date picklist is updated automatically with the last date the TAMS Invoice Audit report was run TAMS DataStore Reports

  9. TAMS Invoice Audit by Org & Acct: Search Criteria Drop Down Lists Index Fields • Use the criteria individually or together to better refine the search • Type in appropriate search criteria to locate an invoice • Click on the Index field names to generate a pick list • Click on the Index field drop-down list to view previously used search criteria TAMS DataStore Reports

  10. TAMS Invoice Audit by Org & Acct: Output Specific Hit Field • The search generated three pages of information • You can choose which page you want to see by placing the page number in the Specific Hit field and clicking on Specific Hit • The search criteria are highlighted in blue • Search criteria that could be but was not used is highlighted in red • The report contains Invoice and Check information: • Invoice Number, Invoice Type, Invoice Date, AP Voucher Number, Check Due Date, Invoice Amount • Check Number, Check (issue) Date and Check Amount Note: Your invoice amount may not match the check amount on the report. Multiple invoices may be paid with one check. Your account is only debited for the amount of your invoice(s). TAMS DataStore Reports

  11. TAMS Invoice Audit by Org & Acct: Output • The Invoice Audit report output is sorted as follows: • Accounting Flexfield segments • Vendor • Vendor site • Invoice number • Check number Contact the Accounts Payable Office at 865-5824 if you have questions about the transaction information displayed in this report. TAMS DataStore Reports

  12. Open Purchase Order Report Latest Run Date Account Number • The Open Purchase Order by Cost Center report provides: • The PO number and the Vendor Name • Breakdown by PO line of the amount ordered, amount billed, amount remaining and the remaining open commitment • This report does not include Job Orders • Use a single or combination of search criteria to locate transactions • Select latest run date by clicking on Report Date index name • Double click on latest run date to select it TAMS DataStore Reports

  13. Open Purchase Order Report: Output Item #1 Item #2 • Report information is sorted by PO number • Information is provided for each item (line) of the PO • Item #1 has received the invoice, been charged to your account and has an Open Commitment of zero. • Item #2 still has an Open Commitment because the invoice has not been received. • The Open Commitment column contains the same information generated by the GL Funds Available screen in TAMS Contact the appropriate office if you have questions about the transactions located on this report. TUHSC Materials Management Uptown Purchasing 588-5104 865-5211 TAMS DataStore Reports

  14. Open Encumbrance Summary Report • The Open Encumbrance Summary Report provides: • Encumbrance Type (Purchase Order or Job Order) • Purchase Order or Job Order Number • Vender Name • Open Encumbrance Amount • Use a single or combination of search criteria to locate transactions The Above Search Criteria will locate all Open Encumbrances for the Responsible Person – C Berner during the month of September, 2003. TAMS DataStore Reports

  15. Open Encumbrance Summary Report: Output Total Commitments Total Job Orders Grand Total • The report is sorted by Encumbrance Type • There is a total for each Encumbrance Type • A Grand Total of all Open Encumbrances for the Account is located at the bottom of the page. TAMS DataStore Reports

  16. TAMS GL Budget Statement: Account Search Index Fields • Choose TAMS GL Budget Statement from the Index Template Selection • Type an account number in the Account Number field to retrieve information on that specific account • Populate the ‘Period’ field to locate a statement for a specific calendar month • Populate the ‘Close’ field to locate a statement for a specific ‘Close’ period • Type only the close number with the year. Do not type the word ‘Close’ • Example: For Close2-03, type ‘2-03’ • Leave the Period and Close fields blank to locate all statements or reports • Use the Natural Account field to refine your search to activity on a specific natural account The above search criteria will locate the August 2003 Budget Statement for account #221017 TAMS DataStore Reports

  17. TAMS GL Budget Statement: Organization Search • Populate the Organization Number field to retrieve a report that contains information on all GL accounts that roll up to that organization • The return of information is limited to the security that you were granted in DataStore • If you were authorized to view select accounts in the queried organization, only the pages containing those accounts will display • If you were authorized to view all accounts in the queried organization, a complete report will display • Populate either the Period field or the Close field to retrieve information for a specific accounting period The above search criteria will locate the CLOSE2-03 Budget Statement for all accounts that roll up to organization 13122 TAMS DataStore Reports

  18. TAMS GL Budget Statement: Output Use ‘Move To’ icons to navigate through pages There are 46 pages in this report • Navigate through the pages by using the ‘Move To’ icons in the tool bar • The ‘Move To’ icons allow you to move from one page to the next, or to move to the first or last page of the report • Go to a specific page by entering the page number in the Specific Hit field and clicking the Specific Hit button TAMS DataStore Reports

  19. GL Account Statement • Account Statements are only issued for: • 0 Ledgers - Endowment Corpus, etc. • 7 Ledgers - Plant Funds • Type your search criteria in the correct Index fields TAMS DataStore Reports

  20. TAMS GL Transaction Report Index Template Selection • Use the Index Template Selection to select the correct fiscal year for the GL Transaction Report • Locate the desired GL Transaction Report by using multiple criteria • Include a Period to locate a specific month of activity • Leave the Period and Close#-## fields blank to locate information on all posted periods for the selected fiscal year • Select a Transaction Type • Choose Actuals to retrieve an actual transactions report only • Choose Budgets to retrieve a budget transactions report only • Leave Transaction Type blank to retrieve both Actual and Budget transaction reports • The search criteria shown will locate Actual transactions for Account 221017 using Natural Account 6212 - Office Supplies posted during the period of August, 2003 TAMS DataStore Reports

  21. Transaction Report: Output Search Criteria • The results are displayed in the same format as the printed statements issued each month • The search criteria are highlighted in blue • Search results are displayed by page TAMS DataStore Reports

  22. GM Summary Budget Statement Use to find all GM Summary Statements for an organization • Locate the desired GM Summary Budget Statement by using multiple criteria • Include a Period to locate a specific month of activity • The Grants System does not recognize close periods (for example, CLOSE2-XX) • JUN-XX includes all final close information for grants • To acquire all GM Summary Budget Statements for an organization, search on the organization number and leave the Project Number field blank • The return of information is limited to the security you were granted in DataStore TAMS DataStore Reports

  23. GM Summary Budget Statement: Output • Expenditure Category column contains the same information as the Resource Groups in the TAMS Grants Management System • Original Budget contains the budget with which the grant was originally set up • Revised Budget contains all modifications to the budget since the inception of the grant • Current Period includes total expenditures for the current period • Year to Date contains total expenditures from the beginning of the fiscal year, July 1 to current period • Project to Date contains total expenditures from the inception of the grant to current period • Commitments column includes all open P.O.s and requisitions charged to the grant • Available Balance column subtracts Project to Date expenditures and Commitments from Revised Budget TAMS DataStore Reports

  24. GM Budget Statement Detail • The above criteria will display all GM Budget Statement Detail reports for organization number 13127 during the period of FEB-03 TAMS DataStore Reports

  25. GM Budget Statement Detail: Output • Expenditure Type column contains the name of each Expenditure Type that had activity in a specified period • Source/Supplier contains the source of transaction or the supplier name if the item is AP related • Expenditure Comment is the description or reference number of the transaction • PO Number column will contain information only if a purchase order was created • Voucher# column contains a computer generated number after an invoice is processed by Accounts Payable • Expenditure Item Date is the actual date of the expenditure, • NOTE: This should NEVER be a future date • GL Acct Date is the date the transaction is processed (or recognized) in TAMS • Amount column contains the amount of the transaction • The Subtotal line contains the total for each Resource Group • The Total line contains the grand total for the project for the period specified TAMS DataStore Reports

  26. Printing from DataStore Print Icon • To print the statement that you are viewing, click on the Print Icon • Your report will print to the default printer for which your computer is configured • Select a Print range • ‘All # pages’ prints the entire report • ‘Current Match’ prints only the page that is currently in your view • ‘Range’ allows you to select the range of pages you want to print by typing the page number range in the following format: #-# • Click OK TAMS DataStore Reports

  27. Saving DataStore Reports to Disk: Image Export Menu button • When you save a report as an image • you are saving an actual photograph of the report • you cannot alter or modify the body of the report, or change the format • the alternative is to save the report as a text file (see next page) • Saving as a text file will allow you to convert the report to a spreadsheet format • Click the Export Menu icon and choose Export Data to Disk • In the Export Search Results dialogue box, select ‘Export as Image’ and include a target destination and name in the File Name field • Click OK NOTE: If you print from the saved file, be sure to change the orientation from Portrait to Landscape by clicking on the Properties button in the Print dialogue box and selecting Landscape. TAMS DataStore Reports

  28. Saving DataStore Reports to Disk: Text • When you save a DataStore report as text • it is editable • you can convert it to a spreadsheet • Click the Export Menu button and choose Export Data to Disk • In the Export Search Results dialogue box, select ‘Export as Text’ and include a target destination and name in the File Name field • Open Microsoft Word and locate file saved • Format the document by clicking the OracleReports macro button available in your Word toolbar, and selecting LandscapeNormal • Visit the TAMS website, http://www.tulane.edu/~tams/help/, to download the OracleReports macro if you do not already have it • Save your report • Once the report is saved in Word, you have the option to convert it into a spreadsheet format by following standard procedures TAMS DataStore Reports

  29. Emailing DataStore Reports • Click the Export Menu button and choose Send Data By Email • In the Email Search Results dialogue box, select ‘Export as Image’ and click OK • It is recommended that you send the report as an Image because it is a snapshot of an already formatted report • If you send the report as text, it is not formatted and the recipient will be responsible for formatting it • Your email provider will automatically open with the file attached to a prewritten email • Follow normal procedures for sending email TAMS DataStore Reports

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