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Financial Reports - New Users Training 1 ENTERPRISE REPORTING.

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Presentation on theme: "Financial Reports - New Users Training 1 ENTERPRISE REPORTING."— Presentation transcript:

1 Financial Reports - New Users Training 1 ENTERPRISE REPORTING

2 ER Course outline 21 ● System Overview ● ER Logon Information ● How to Run a Report ● Parameter (What?) – AFRS financial information ● Schedule (When?) ● Destination (Where?) ● Format (How?) ● How to Print the Report ● Logoff 2

3 System Overview – What is Enterprise Reporting System? 3 AFRS – Agency Financial Reporting System State-owned accounting system Official book of record for WA ER - Enterprise Reporting System Report scheduling and viewing application Accessible through state Intranet or Internet (for those outside of firewall)

4 ER System Overview – Operation & Supports 4 ER Hours of Operation 24/7 for Viewing Reports Daily system update from 8pm – Midnight - New reports cannot be generated Patches – Between 3:00am and 7:30am on the Last Wednesday of every month Getting Supports 8:00 a.m. to 5:00 p.m. Monday through Friday (AFRS helpdesk)

5 ER Financial Report Web access (via OFM website) Enter web address: Click on [INFORMATION SERVICES] tab

6 ER Financial Report Web access (via OFM website) Click “Access from within the State Intranet” or “Access from outside the State Intranet” Select “Standard Reports”

7 ER Logon Information – Web site 7 7

8 Where to find Financial Reports – Where to find Financial Reports – References 8 From ER web site – Step 1: Click on “References” link From ER web site – Step 1: Click on “References” link 8

9 Report Inventory– Financial Reports Report Inventory 9 Step 2: Click on “Financial Reports Report Inventory” link Step 2: Click on “Financial Reports Report Inventory” link 9

10 Report Purpose 10 Step 3: Hover mouse over report title for report purpose Step 3: Hover mouse over report title for report purpose 10

11 Report Title 11 Step 4: Click on report title for a report sample Step 4: Click on report title for a report sample 11

12 ER Logon Information – Becoming a User 12

13 Step 1 – User Name 13

14 Step 2 – Password 14

15 Step 3 – Log On 15

16 Step 4 – Change Password after Initial Log on 16

17 Forgot Password/User Name? 17 Click on the “Forgot Password, User Name or Enable your account?” link Click on the “Forgot Password, User Name or Enable your account?” link 17

18 Financial Reports 18

19 How are Financial Reports Folders Structured? – How are Financial Reports Folders Structured? – by GL Accounts 19

20 What are GL Accounts? 20 4-digit code that classify in summary form all transactions (financial activities) of an accounting entity Part of WA state’s uniform chart of accounts See chapter 75 of State Administrative and Accounting Manual (SAAM) policies for details 20

21 Account Codes Account Codes – State’s Uniform Chart of Accounts 21

22 Accounting --- Financial Reports\Accounting\Exceptions folder --- Clearing Accounts Review (GL 9910 and 9920) Consumable Inventory for Governmental Accounts COPS and Capital Leases – Governmental Accounts Encumbrances – First Fiscal Year Operating (GL 6410) Encumbrances by Account and Program Expense Elimination for Proprietary Accounts Fund Balance Improper Reservations General Ledger Accounts with Unchanged Balances Long-Term Receivables/Payables for Governmental Accounts Major Source 09 (Non-Revenue) to be Redistributed Object S Debit Exceptions Object T Elimination Object T For Proprietary Accounts Objects SZ and TZ Not Redistributed Petty Cash/Reserve For Governmental Accounts Private/Local Revenue/Expenditures Questionable Balance – Assets Questionable Balance – Liabilities The “General Ledger Review” class is recommended 22

23 Administering Agency --- Financial Reports\Administering Agency --- Administering Agency Questionable Balance – Equity Reservations and Designations Administering Agency Trial Balance Projected Treasury Cash Balance Questionable Balance – Assets Questionable Balance – Liabilities Treasury Cash Allotments Versus Actuals Treasury Cash Allotments Versus Actuals by Month The “Administering Agencies” class is recommended 23

24 Allotment Expenditure and Expenditure reports 24 Accounting Entity Summarized financial activities 24

25 Cost Allocation Operational and Financial Toolbox Downloads Designed to use with the Cost Allocation System (CAS) CAS is used by limited Agencies 25

26 Downloads/Extract -- Financial Reports\Downloads/Extracts --- AFRS Data Extract Budget Management Download by PI and SubObject with FTE and Fund for Biennium Budget Management Download Flexible Expenditure Detail Download Expenditure Extract OFM Budget Status Titles/Index Download 26

27 Financial Statements ---- Financial Reports\Financial Statements ---- Governmental Funds Financial Statements Balance Sheet Statement of Revenues, Expenditures, and Changes in Fund Balances Changes in General Capital Assets Changes in General Long-Term Obligations Proprietary Funds Financial Statements Statement of Fund Net Assets Statement of Revenues, Expenses, and Changes in Fund Net Assets Fiduciary Funds Financial Statements Statement of Fiduciary Net Assets Statement of Changes in Fiduciary Net Assets 27

28 General Ledgers ---- Financial Reports\General Ledgers General Ledger Activity By Vendor General Ledger Activity Flexible General Ledger Analysis Flexible General Ledger Summary Flexible General Ledger Trial Balance General Ledger Trial Balance By Account/Project General Ledger Trial Balance By Project/Account Interagency Payables Interagency Receivables Interfund Receivables/Payables Subsidiary GL Trial Balance By Account The “General Ledger Review” class is recommended 28

29 Project-to-Date --- Financial Reports\Project-to-Date Project Billing BTD Flexible Project Billing Flexible Project Management Flexible Project Status Flexible 29

30 Revenue 30 Accounting Entity Summarized financial activities original category from which revenue is derived 30

31 How to Run a Report 31 Example: run an Expenditure Activity by Vendor report Question: Which folder within the “Financial Reports” folder would you find the Expenditure Activity by Vendor report? Answer: the Expenditure Activity folder, of course! 31

32 Locate the “Expenditure Activity” folder 32 Go to Expenditure Activity folder……and find the Expenditure Activity by Vendor report 32

33 Expenditure Activity by Vendor report 33

34 General Ledger Accounts & Expenditure reports 34 Expenditure reports are based on appropriate general ledger account codes established by Statewide Accounting. Example: GL6410, GL6505, and GL6510 ● Encumbrance - obligations for goods/services ordered & NOT received (GL 6410). ● Accrued expenditure - charges for goods/services received & NOT paid (GL 6505). ● Cash expenditure - charges for goods/services received & paid (GL 6510). Refer to chapter 75 of the SAAM for current codes 34

35 Running Reports 35 [Schedule] or [Schedule with Selection Value] is used to run your reports [Schedule] Freeform text box Require manual entry [Schedule with Selection Value] Allow use of pick list Allows only a single value selection 35

36 Biennium 36 Parameter selection (What biennium data do you want to review?) 36

37 Agency Default is user’s agency User can override Certain financial reports allow multiple agencies selection 37

38 Fiscal Period 38 Parameter selection (what fiscal period data do you want to review?) “Current” is the fiscal month you are in “Prior” is the fiscal month you just left 38

39 Account Codes 39

40 Expenditure Content 40 See SAAM Chapter 75 for current GL codes Parameter selection (What Expenditure Content do you want to see?) 40

41 [Add] button 41 Always press “Add” at least once before selecting “Schedule” When selecting a different biennium or agency, always press “Add” – this will update the pick lists 41

42 [Schedule] button 42 Click [Schedule] – this button will run the report 42

43 Reports Status - Pending History Screen (p.33) History Screen (p.33) – Report Processing Pending - The report is waiting in line at the server 43

44 Reports Status – [Refresh] button 44 Click [Refresh] to change status 44

45 Reports Status - Running Running - Your report is at the server gathering the data. 45

46 Reports Status – Success or Failed History Screen (p.33) History Screen (p.33) – Report Processing Success - The report went to the server and has returned with report results. - Data requested - An error message - “No Data Reported” Error Failed - The server rejected the report - click on “Failed” to view an error message 46

47 Report Status 47 History Screen – Report History Success & Failed Status - Stays in history for 39 days - DSHS, DEL, OIC – 50 instances per report object Information on History Page - Instance Time - Run by - Parameters - Format - Status 47

48 Viewing Reports 48 History Screen History Screen – Viewing Reports Success Status - View Reports by clicking on the date and time of a successful instance 48

49 Print button 49 Print Report 49

50 Toggle Group Tree 50 Provides ability to sort 50

51 Scroll Through Pages 51 Viewing Tool bar - Scroll Through pages - Go to Page - Drill down Use “Arrow to right with bar” to navigate to the last page – Input parameter page 51

52 Input Parameter page 52

53 Search and Zoom 53 - Search for text - Zoom 53

54 Close report 54

55 History Screen History Screen – Reschedule 55 Reschedule Reschedule with Selection Values Check Parameter and Destination options 55

56 Reschedule or Reschedule with Selection Values 56

57 Schedule 57 B. SCHEDULE (P.41) – When to have the system run report - Default is “Now” - To run on a Recurring schedule - To run “Hourly” – Not a good idea! - To run based on AFRS or CAFR Calendar - Change “year” on the default End Time 57

58 Schedule 58

59 AFRS Calendar 59

60 Reports Status – Recurring 60 Recurring - This report is going to generate based on a predetermined schedule 60

61 Reports Status – Paused 61 Paused Recurring reports can be paused so they do not run Paused reports stay on a user account indefinitely Select “Recurring” and select “Pause” 61

62 Destination 62 C. DESTINATION (p.44) – Where to send reports - Default is your user profile - (SMTP) – Mindful of agency’s file limitation - From Address – Should be user’s address - Separate “To” with semi colon - Specified File Name – give it something meaningful - Recommended file format – Adobe Acrobat or MS Office 62

63 Destination 63

64 Format 64 Format– p.46 how data displayed? 64

65 Adobe Acrobat 65 Select Adobe Acrobat if plan to a recipient 65

66 Preferences 66 General Preferences (p. 78) – How I look at my system) PASSWORD (p.83) – Your ER password expired 120 days – How to reset your password here to synchronize the passwords from various systems. Crystal Report Preferences (p.82) – How I look at my reports 66

67 Organize 67 Organize your Favorites (p ) – You can set your Favorites folder to have shortcut to your favorite reports. Shortcut (p.85 – 88) Renaming shortcuts (p.88 – 90) Creating sub-folders (p.91 – 92); and Moving shortcuts (p.93 – 95) 67

68 Viewing Toolbar - Export button 68 Viewing Tool bar - Export Report - Print Report - Toggle Group Tree - Scroll Through pages - Go to Page - Drill down - Search for text - Zoom 68

69 Logoff 69

70 Questions? (AFRS helpdesk) 70


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