What Report Do I Need?
There are many useful reports in the University Financials Information Warehouse. Use the following links to help you find the report you need.
I'm looking for:
- Access information (who can access a project grant, or which project grants can a specific person access)
- Charges incurred by my department this period (from internal departments, online orders, and Visa bills)
- Contact information (for a department, for a transaction, or for a particular person)
- Encumbrances that have not been paid
- Funding Information (funding source and spending restrictions)
- Journal information on the General Ledger (all activity, budget activity, or AP activity)
- Payment information (the status of a payment check, distributions of a payment, payments that have been entered but not yet paid)
- Project expenses (including the Project Grant Statement and Sponsored Project Report)
- Purchase Order (PO) information (for all purchase orders for your department, for purchase orders against a particular project grant, or to a particular vendor)
- Reference information (descriptions of various codes used in the Financials system)
- Vendor information (to see if a vendor is in the system, or to look for a particular type of vendor)
Looking for charges incurred by your department?
Reports on charges billed to your department can be found by navigating to University Financials - Reports > Departmental Charges, E-Commerce and Visa > DC Billee Reports - Charges to Departments. Select the Transactional Detail report for the type of charges you want to see:
|If you are looking for...
||Use this report||What's good about it?
|Internal charges from another department||DC100 - Departmental Charges - Billee - Non-E-Commerce Transactional Detail||You can search for charges by date range, or transaction reference (e.g. Computer Charges, Printing and Mailing, etc.), as well as by project grant.|
|Charges from a vendor||Look for the Transactional Detail report for the appropriate vendor.||You can search for charges for each online vendor by date or project grant.|
|Charges on your departmental Visa card||DC001 - Departmental Charges - Billee -Visa Transactional Detail||You can search for charges by date range, card holder, or vendor.|
Note: if you want to manipulate the data, you should save the file rather than opening it, renaming it with a meaningful name. Tip! Saving it with the default name will not allow you to make pivot tables with the data.
Looking for Payment Information?
Reports on payments can be found in the Purchasing and Accounts Payable folder of the University Financials - Reports package.
|If you are looking for||Use this report||What's good about it?|
|Whether a vendor has been paid||AP003 - AP Vendor Check Status Report||You can look for multiple transactions at once, and can search by vendor name. Tip! If you only need to check for one transaction, you can drill down from the PGS.|
|Your distributions for a payment||AP001 - Payments with Paid Distributions Report||You can see what part of a payment was charged to your department or project grant.|
|Paid distributions for all payments||AP002 - Paid Distributions Report||You can see all of the distributions which have been paid for all payments.|
|Paid distributions with links to check status||AP004 - Paid Distributions Report with Drills - List to PDF||You can see the payments, and drill down to see if and when the vendor has cashed the check. Tip! This report is a PDF that starts with a header page. Scroll to the next page to see the data.|
|Distributions that have been entered but not yet paid||AP005 - Open Distributions Report - List to Excel||Since checks are issued only once a week, this allows you to see if a payment has been entered but not yet paid.|
Looking for project expenses?
Reports on project budgets, encumbrances, and transactions can be found in the Financial Departmental Reports folder.
|If you are looking for...||Use this report...||What's on the report?|
|An expense statement for a project grant||PGS001 - Project Grant Statement||A year-to-date and month-to-date summary of balances and encumbrances, and an itemized list of transactions charged to the project/grant. You can drill down from many fields for additional information on the displayed values.|
|Budget and expense information for a sponsored project||SPR001 - Sponsored Project Report||
Actual expenses, and budget/expense variance for salary commitments, non-salary commitments, direct costs and indirect costs incurred by the project. You can drill down from many fields for additional information on the displayed values. The header also shows the lead PI, the award sponsor, the dates of the award, the amounts obligated and remaining, and the total anticipated amount.
|Summary reports in Excel format||reports in the sub-folders||Summaries of activity from inception to the current date, for the current month to date, and for the year to date. In each folder you'll find 2 reports, one by account and then project grant, and one by project grant.|
Looking for contact information?
You can find contact information in several reports in the Financial Reference Information folder.
|If you are looking for...||Use this report...||What's in the report?|
|Contact information for a department||Departmental Contacts Reference Info||This provides the name and contact information for both the department head and department managers for a specified department.|
A personnel list for a department
|Person Reference Info||You can use this to obtain contact information for a single person, an entire department, or all staff or students, or faculty, or alumni in a department. The report shows the email address, campus address, and campus phone number. You can also use this report to search for a person by name or netID.|
|Who to contact with questions about a transaction||Transaction Number Reference Info||This report associates the transaction reference number (also known as the JV number) with a contact person in the department that originated the charge.|
Looking for information about the codes you see in a report?
The reports that provide reference information about the various codes you see in the Financials reports and in PeopleSoft are found in the Financial Reference Information folder. Many of the code descriptions are found in the Chartfields sub-folder. If the report is in the Chartfields sub-folder of the Financial Reference Information folder, the navigation will be indicated in the Use this report column below.
|If you are looking for...||Use this report...||What's in the report?|
|Accounting period dates||Accounting Period Reference Info||Starting and ending dates of the various accounting periods. This is particularly helpful for new employees, since it provides a good comparison between the budget year, the fiscal year, and the academic year periods.|
|A description of an account code||Chartfields > Account Reference Info||The account code, and a description of the account.|
|The name of a department or the name of the department head.||Chartfields > Department Reference Info||The department name and number, and the name and contact information for the department head and department manager. You can search by department number or name, or by budget group or DOF group.|
Information about a project/grant you are authorized to see.
|Chartfields > Project Grant and COEUS Reference Info (Authorized PGs)||In addition to basic information (such as the owning department, the project name, and the name of the lead PI), this report also includes the award sponsor, the amount of the award, and the obligated dates.
Tip! It's a good idea to select the current record in effect today, and active project grant status.
|Information about any project/grant.||Chartfields > Project Grant Reference Info||This report provides less information about the project/grant, but you are not limited to seeing only project/grants for which you are authorized.|
Checking access for a project grant?
Reports that show who can access which project grants are found in the Security Profile folder:
|If you are looking for...||Use this report||What's in the report?|
|The project/grants a specific person has access to||SEC001 Security by Person||The person's name and ranges of project/grants for which the person is authorized. You can search for the person by name, netID, or department.|
|Who has access to a specific project/grant||SEC002 Security by Project Grant Range||The name, netID, employee ID, email address and home department of each person who is authorized for the specified project/grant or range of project/grants.|
Looking for vendor information?
You can find this information in the Vendor Reports folder.
|If you are looking for...
||Use this report||What's good about it?|
|A specific type of vendor||VN001 - Vendor Browse Report v1.06||You can search for vendors by type, location, or class (such as student, employee, or outside vendor).|
|Whether a vendor is on file in our Financials system||VN001 - Vendor Browse Report v1.06||Simply search by vendor name.|
Looking for journal information on the General Ledger?
You can find this information in the General Ledger folder.
|If you are looking for...||Use this report...||What's good about it?
|Encumbrances that have not been paid.||GL ENC 300 General Ledger Open Encumbrances||The report shows how much of the encumbrance has been paid and how much remains. You can search by project grant, department, vendor, or encumbrance type (departmental, pending expense, or PO encumbrance).|
|All activity from one or more project grants, in pure text format, downloaded to Excel.||GL001 General Ledger Journal Detail - Delimited text (CSV) Format||You can search for activity in a specific accounting or calendar period, and you can search by the owning or reporting department, or the journal source. You can also search for a specific journal number or transaction number.|
|The same data as above, but in a formatted Excel report.||GL001 General Ledger Journal Detail - Expanded Excel Format||You can search using the same criteria as above.|
|A subset of the data included in the GL001 report.||GL002 General Ledger Journal Detail - Abbreviated Excel Format||The Excel spreadsheet has fewer columns, and includes less extraneous data.|
|An Excel report of budget money only. This report shows the budget dollars that have been added to a project grant or group of project grants.||GL003 General Ledger Budget Journal Detail - Expanded Excel Format||You can search by the sponsor's award number, the project grant number, or the journal number. You can also search by the fund, the owning department or the reporting department.|
|Only Accounts Payable transactions charged to project grants.||GL004 General Ledger Journal Detail - Expanded AP Excel Format||This includes check payments to non-e-commerce vendors, honorariums paid, and reimbursements to faculty, students, and staff.|
|A subset of the data included in the GL004 report.||GL005 General Ledger Journal Detail - Abbreviated AP Excel Format||The Excel spreadsheet has fewer columns, and includes less extraneous data.|
Looking for funding information?
You can find this information in the Invested Funds folder.
|If you are looking for...||Use this report||What's good about it?|
|Spending restrictions on your project||IF001 Invested Fund Establishment and Restriction Information by Spending Department||You can search by department or by project grant. The report provides information on the establishment of the fund, with dates and amounts and the latest value, as well as describing the restrictions on spending the income from the fund.|
|Which endowment is funding a 2000-level project grant||IF002 Invested Funds Income Information by Destination Project/Grant||You can search by department or project grant for a specified fiscal year and accounting period. The report shows the destination and source project grants, and includes the current year income allocation as well as the allocation method.|
Looking for information about purchase orders?
You can find this information in the Purchasing and Accounts Payable folder.
|If you are looking for...
||Use this report||What you should know about it|
|POs still pending approval||PO001 - Purchase Order Details Report - Distribution Level||You can see multiple POs per page, with full line level information, including distributions.|
|Total dollar values of all POs for specified parameters||PO001 - Purchase Order Details Report - Distribution Level||You can search by status (Approved, Dispatched, Complete, Pending Approval, Canceled), by department, by time period, or by project grant. The report shows multiple POs per page, with line level information including distributions.|
|The PO number for a particular purchase||PO001 - Purchase Order Details Report - Distribution Level||You can enter a date range and use the Enter Item Description Text parameter to search for a particular item. Tip! The text search is case sensitive.|
|Requisition status and associated PO numbers||PO002 - Requisition to PO Details - Xref||You can find the PO number associated with a requisition, and the status of that PO, including whether or not the goods have been received yet.|
|POs or PO lines that have not been received yet||PO003 - PO Receipt Status - Distribution Level||Receiver ID and related receipt information is shown for lines already received. Lines awaiting receipt are indicated by a dash in the Receiver ID column.|
|Who received an item from a particular order||PO003 - PO Receipt Status - Distribution Level||You can search by PO number or range, but also by vendor, approval date, or project grant range.|
|Requisition status and total value for a specified user||PO004 - Requisition Details Report - Distribution Level||You can track requisitions prior to their approval and sourcing to a PO. You can search by user, status, project grant range, vendor, and date range. The report provides totals, so you can see the total dollar value requisitioned by a particular user.|
|Whether a hold has been removed from a requisition||PO004 - Requisition Details Report - Distribution Level||Since you can search by status and vendor, you can easily determine whether a hold has been removed from a particular requisition after pricing information has been obtained from the vendor.|
|Who is charging POs to a particular project grant, and what were the total PO charges against the project grant during a specified time period.||PO006 - PO Details List to Excel - Distribution Level||
This report is in Excel format, so you can save it as an Excel spreadsheet if you need to manipulate the data.
Note: This report returns only the distributions against the project grant specified in the parameters; this may not include all lines of the PO.
|The total dollar value of all POs in a specified time period for a specified vendor||PO006 - PO Details List to Excel - Distribution Level||You may want to limit the results to POs with statuses of Approved, Dispatched, or Complete, to eliminate canceled POs from the totals.|