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ENTERPRISE REPORTING FINANCIAL REPORTS

ENTERPRISE REPORTING FINANCIAL REPORTS. Advanced Users Training. ER Course Objectives. At the conclusion of class participants should: Have knowledge of Flexible Features Understand how to use financial reports in combination with agency chart of accounts to run management analysis reports

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ENTERPRISE REPORTING FINANCIAL REPORTS

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  1. ENTERPRISE REPORTINGFINANCIAL REPORTS Advanced Users Training

  2. ER Course Objectives At the conclusion of class participants should: • Have knowledge of Flexible Features • Understand how to use financial reports in combination with agency chart of accounts to run management analysis reports • Understand the different data elements in financial reports that help you answer questions such as “what do I have to spend?”, “what have I spent?”, and “what do I have left to spend?” • Know how to schedule allotment and expenditure reports • Know how to schedule estimated revenue versus actual reports

  3. ER Operation & Supports • ER Hours of Operation • 24/7 for Viewing Reports • Daily system update from 8 p.m. – Midnight - New reports cannot be generated • Patches – Between 12:00 a.m. and 7:30 a.m. on the Last Monday of every month. • Getting Support • 8:00 a.m. to 5:00 p.m. Monday through Friday • 360-407-9100 (Solutions Center) • SolutionsCenter@des.wa.gov

  4. What are “Flexible” reports? Flexible reports provide the ability to create reports that have data sorted in a manner that is functional to you and your business requirements.

  5. Features available in the flexible reports include…. • Report Group - give you the ability to select the account codes that will be used to sort data in your report • Subtotals – can be chosen for any level of groupings within the Report Groups – which group totals are computed and displayed • Group Balances – The Include Balances option will provide the beginning and ending balances for each group for the time period selected • Section (Standard) - provide additional groupings within a summary report that are static • Section (Custom) – provide additional groupings within a summary report that are dynamic and allow you to decide what data you want displayed in the report

  6. Report Group • Groups determines how data is sorted on a report • Group 1 = first level of sort, Group 2 = second level of sort, Group 3 = third level of sort, and etc.

  7. Report Groups Cont… • For transaction detail reports, detail line is displayed for lowest group • Selection parameters are titled “Group #”. • Pick list values for Group parameter are AFRS account code elements (e.g., Account, Program, Project, etc.) • Must follow Hierarchies when selecting account codes. • Reports with flexible groups provide from four to eight group selections

  8. Report Group Example • Assume we need an Expenditure Activity report that is sorted first by Account, then by Program Index (PI), Subobject, and Sub-subobject • Use the following group selections:

  9. Report Groups on a Report • Report Groups will display as shown below.

  10. Report Groups on a Report After all the data for first Sub-subobject is displayed, report will list the next Sub-subobjectand its detail lines, and so on. It will continue displaying data for the groups in the order selected.

  11. Group Subtotals • Group subtotals determine for which groups totals are computed and displayed • Detail transaction reports: selection parameter is entitled “Period Activity Group #” • Summary level reports: selection parameter “Subtotal Group #” • Pick list values are “Yes” (display a group total) or “No” (do not display a group total)

  12. Group Subtotals Example • If we want to display totals for all 4 groups. Use the following group subtotal selections:

  13. Group Subtotals on a Report • Report Subtotals will look like this:

  14. Group Subtotals on a Report • Another example of Group Subtotals:

  15. Group Balances • Group balances are the beginning and ending balances for each group level. • On detail transaction reports, selection parameter is entitled “Include Balances” • Pick list values are “Yes” or “No” • Selection is global; it applied to balances for all groups

  16. Group Balances Example • Using previous example, assume we select “Include Balances” = Yes.

  17. Group Balances on a Report • Example of Group Balances

  18. Exercise 1 • Schedule an Expenditure Activity Flexible, selecting 1 account. • Use the following flexible features: • Group 1= Account • Group 2 = Program Index • Group 3 = Subobject • Group 4 = Sub-subobject • Period Activity Group 1 – 4 • Change to No • Include Balances • No • Note the data displayed at lowest group level • Note no subtotals • Note no beginning & ending balances

  19. Exercise 2 • Schedule an Expenditure Activity Flexible, selecting 1 account. • Use the following flexible features: • Group 1= Account • Group 2 = Program Index • Group 3 = Subobject • Group 4 = Sub-subobject • Period Activity Group 1 – 4 • Change to Yes • Include Balances • No • Note the data displayed at lowest group level • Note addition of subtotals • Note no beginning & ending balances

  20. Exercise 3 • Schedule an Expenditure Activity Flexible, selecting 1 account. • Use the following flexible features: • Group 1= Account • Group 2 = Program Index • Group 3 = Subobject • Group 4 = Sub-subobject • Period Activity Group 1 – 4 • Yes • Include Balances • Change to Yes • Note the data displayed at lowest group level • Note subtotals • Note addition of beginning & ending balances

  21. Flexible Sections • Each section is a separate sub-grouping of Report Groups • Each section is independent of the other sections • All sections should have the same total • At least one section must be selected • With flexible sections, you get to choose how the data is displayed on a report • Think of a section as a ‘mini-report’ for the Report Groups

  22. Flexible Sections There are two types of sections: Standard and Custom • Standard sections provided pre-selected groupings: • Account/Expenditure Authority • Expenditure Authority Type • Organization • Project • Object • Revenue Source • Custom sections allow users to select their own combination of account codes.

  23. Standard Section Example • Standard Sections

  24. Custom Section Example • Custom sections

  25. Flexible Sections on a Report • We need an Allotment Expenditure/Revenue Status report at the Subprogram level. We need to see funding data and Object & Subobjectdata for each Subprogram. • Use the following Report Group selections: • Group 1 = Program • Group 2 = Subprogram • Use the following Section selections: • Funding data = Account/Expenditure Authority • Object data = Object/Subobject

  26. AFRS account code hierarchies • Must select groups for all chart of account codes above lowest account code group selected • E.g., If grouping by Activity, must select the following: • Group 1 = Program • Group 2 = Subprogram • Group 3 = Activity • Applies to the following Chart of Account hierarchies: • Program (Program, Subprogram, Activity, Subactivity, Task) • Organization (Division, Branch, Section, Unit) • Project (Project, Subproject, Project Phase) • Object (Object, Subobject, Sub-subobject • Revenue Source (Major Source, Source, Subsource)

  27. Exercise 4 • Schedule an Allotment Expenditure/Revenue Status Flexible, selecting 1 account, through current fiscal month. • Group 1 = Program • Group 2 = Subprogram • Select “Account/Expenditure Authority” in Account/Expenditure Authority Section

  28. Exercise 5 • Reschedule an Allotment Expenditure/Revenue Status Flexible from exercise 4 • Group 1 = Program • Group 2 = Subprogram • Select “Account/Expenditure Authority” in Account/Expenditure Authority Section • Select “object” in Object Structure Section

  29. Exercise 6 • Reschedule an Allotment Expenditure/Revenue Status Flexible from exercise 5. • Group 1 = Program • Group 2 = Subprogram • Select “Account/Expenditure Authority” in Account/Expenditure Authority Section • Select “object” in Object Structure Section • Select “yes” in Staff Section

  30. Questions about spending • What do I have to spend? • What have I spent? • What do I have left to spend?

  31. Questions about spending • Right click on Allotment Expenditure / Revenue Status Flexible report and select History.

  32. Allotment Expenditure / RevenueStatus Flexible • Double click on one of the reports we ran in exercises 4 through 6.

  33. What do I have to spend? • Allotments are spending plan for your agency.

  34. What have I spent? • Actuals (Act) are the Expenditures, Accruals, and Encumbrances input into AFRS.

  35. What do I have left to spend? • The Variance (Var) is the difference between your Allotment and Actuals.

  36. Exercise 7 • Open the Allotment Expenditure Flexible folder. • Schedule a Allotment Expenditure Analysis FYTD/BTD Flexible report using the following parameters: • Account – Select One • Dollars/Staff Content – Dollars • Report Group 1 – Account • Report Group 2 – Program • Report Group 3 – Subobject • Subtotal Group 1 – No • Subtotal Group 2 – Yes • Subtotal Group 1 – No

  37. Exercise 7 • Note on the Allotment Expenditure Analysis FYTD/BTD Flexible the report groups define the columns displayed in the report.

  38. Thank you

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