1. Running gl history reports

2. If you need to run a report prior to Fiscal Year 2015, use GL History Reports.
You can run a Transaction Summary for Restricted History Information.
If you know the old accounting string, Great! But if you don’t, you can use the Chart of Account Lookup. You can find this handy tool on your homepage of mygfu. If you have never used this before, go to the next slide.

3. This is what the tool looks like
This is what the tool looks like. Just fill in the values that you use now, choose Show me Old Values, and Submit. There is an example on the next slide.

4. I will use an Engineering Department and Program for an example, as they changed.
Enter as many fields as you can. This will even work for most restricted funds. Notice that blanks are OK. Choose Show me Old Values; enter what you know; click submit.
See below for what was returned.
Let’s take the first row of data and enter it into the report fields on the GL Detail History Report.

5. Click Run.

6. Click OK.

7. Click on Report Manager.

8. Choose the Administration Tab.

9. When the Description changes color and is underlined, click on it.
Your report will open.
The Report Header is shown below.

10. You can also run Budget vs Actual Reports for History.
Enter the Department ID, Fund, and Fiscal Year. Click Run.

11. Click OK.

12. Click Report Manager.

13. Choose the Administration tab
Choose the Administration tab. When the Description changes to “Blue” and is underlined, click on it.

14. Here is the Report.
This report is currently experiencing technical difficulties.
If you have access to VP reports, you can run it there. If you don’t have VP access and you need this report, please call me and I will run it for you.

15. You can run a GL Detail History – Restricted Report.
For a restricted fund, this is for any Fund other than 00. You can put a % sign here if you don’t know the fund.
Enter the Department number. Put the account number in the Account field that you want detail on. You can put a % if you want all of the accounts. Then click Run, OK on the next screen, Go to Report Manager; Administration Tab. (Same process; different report.)

16. The GL Detail History – Restricted report is currently unavailable.

17. Now let’s run a Fund Summary Report with Historical Chartfields
Now let’s run a Fund Summary Report with Historical Chartfields. You will need to go to the menu choice shown below.
Click on Fund Summary. On the next screen, enter your Run Control ID. You will get to the screen below.
You will need to enter historical data. Use the mapping tool shown on Slide 3.
You will be entering a Department ID.
The other fields will need to be populated with a % sign.
Enter a Fiscal Year before year 2015.
Click Run. Next screen click OK. Next screen: go to Report Manger. When the description changes color and is underlined, click on it and a report will open.
(Isn’t is nice that the processes are always the same?)

18. You have now successfully ran History Reports.
If you have any questions, or comments, please
me know.
Thank you!
Melodee Powers: