How to Create Report Codes

1. How to Create Report Codes Step by step Guide in how to setup report codes for use in consolidating cost centers for your needs Using the DART Application

2. Possible Uses of Report Codes Creating Report Codes that identify and sort the specific cost centers you define, allows you the flexibility of sorting information for your needs. Creating Report Codes also allows you to then use those consolidated cost centers to perform category analysis if you so choose. You may want to segregate a group of cost centers to review the overall balances and totaling up those balances.

3. Step 1: Creating a Report Code in DART Before you start defining your Report Code, you need to have a good idea of what you are wanting to track. In this example I am going to group cost centers for which I want to view together and report together, but also want to rack the travel expenses. Now, it is important to know that if you also want to use this Report Code to analyze category data, all cost centers grouped must contact the same category for analysis. Type BRCM (Bu Report Code Maintenance) in the Command Field; tab to the Action Field and type an ‘A’ (add) ; press ‘enter’. Input your budgetary unit code (BU) in the BU field. If you do not know your BU, you can press the PF1 help to activate the search facility. For this example I am going to type BASI as I want the report code under my BU. Once you input the BU, tab to the Report Code Field and type what you want to name your report code and press ‘enter’. Your cursor will be displayed under the banner next to the report code you created. At this point you will enter a description of what the report code represents. Once you type your description, tab to the Sort Value Field and type either a Y or N. If you type a Sort Value of N, then you have the ability of defining your own sort values without having to first establish a relationship between the report code and the sort value.

4. Step 2: Creating the Sort Value for a Specified BU and Report Code (Optional Step) If you have selected a Y in the previous step, you will follow Step 2 to define the sort value for your Report Code. This is an optional step, so if you selected an ‘N’ in the previous step, you can skip this step and go to Step 3. Type BSVM (Bu Sort Value Maintenance) in the Command Field and press ‘enter’. You should already have your BU entered in the BU Field and your Report Code entered in the Report Code Field. Type a Sort Value in the Sort Value Field and press ‘enter’. Now type a description for the Sort Value you entered; press ‘enter’ to validate and PF10 to save. Repeat this step for all sort values needed for Report Code. For my example I am typing two Sort Values. One labeled BASI and one labeled AVCF

5. Step 3: Adding, Updating, or Removing Cost Centers for the Report Code Now that I have created my Sort Values I am ready to add the cost centers that I want to be used for my report. Type CCRM (Cost Center Report code Maintenance) in the Command Field and press ‘enter’. Type the first cost center you want to include in your report and press ‘enter’. Your cursor is now sitting in the Sort Value Field. Type the Sort Value you want . In my example, the first cost center I have entered, is tracking travel for a men’s sport, therefore I am going to type the Sort Value of MEN that I created earlier. Press ‘enter’ to validate; press PF10 to save. Repeat the above steps until you have included all the cost centers for your report.

6. LCRS – List Company cost centers for a bu, Report code and Sort value This list will display the cost centers that have been defined for a particular Report Code and can be further defined by the Sort Value. In this example you will see that I have two cost centers and have a sort value of AVCF and BASI

7. Viewing your Report from webBASIS Now that you have defined your criteria for the Report Code you created, you are ready to see what your report looks like on the web. Login to webBASIS via the Administrator Access. Once in webBASIS, click on the Administrator Menu Click on Financial Data by Report Code link You have the search at the bottom of the page to search for Report Codes for a BU. Type in the BU you have set your report under and click on the ‘new search’ button. Notice that the Report Code I setup of DC2 is listed. Select the code and the following screen is available.

8. Report Code Layout