Non nVision Reporting
Finance Systems Training
Rohin Whitford
Finance Business Solutions – User Support & Training
Agenda
• NS Financials Overview
• Reporting Options
• Downloads & Inquiries
• Standard Reports
Customer & Vendor Reports
Purchasing Reports
Billing Reports
Payment Reports
• Trees
• GLFS Report
• PS Query
2
Our Systems
Finance Portal
Student
Administration
FIMS (Calumo)
NS Financials
General Ledger updates overnight
HRMS / Payroll
Management
Reporting
3
n/Vision
NS Financials Overview
Asset
Management
Expenses
Credit Card
eProcureme
nt
Accounts
Payable
Purchasing
Billing
General Ledger
4
Accounts
Receivable
Reporting Options
5
•
“Download” Reports
•
Inquiries
•
Standard Reports
•
PS/Query
•
n/Vision (nVision Reporting is covered in a separate class)
•
Calumo (Calumo Reporting is covered in a separate class)
DOWNLOADS
&
INQUIRIES
6
If you are a functional user of NS
Financials, wherever you see this icon
you have the option to download the list
to Excel.
7
Handy Inquiries
Portal Menu Inquiries
•
Useful Inquiry for looking up Suppliers
Vendors)
– To View – Supplier Inquiry
(AP
•
Useful Inquiry for looking up Suppliers
Accounts)
– To View – Customers
(AR
•
Useful Inquiry for looking up Expense
Reimbursement Status
– To View - Expense Reimbursement Status
(may also be accessed from Main Menu)
/
Handy Inquiries
•
Useful Inquiry for looking up a Requisition lifecycle
– eProcurement/Manage Requisitions/Requisition Cycle
Icon
•
Useful Inquiry for looking up a Purchase Orders
lifecycle
– Purchasing/PO’s/Review PO Info/Activity Summary
•
Useful Inquiry for looking up Payment status on a UNSW
Invoice
– Accounts Receivable/Customer Accounts/Customer
Information/Customer Activity
•
Budget Overview Inquiry
– Summary position of your Budget or Project, ie: how
much money is left or how much is encumbered.
/
Requisition Lifecycle
Go to Manage Requisitions under the
eProcurement Menu
10
Requisition Lifecycle
11
Requisition Lifecycle
12
Requisition Lifecycle
13
Requisition Lifecycle
You can drill down on the
hyperlinks to view more
detailed information
14
Requisition Lifecycle
Not an asset
No changes
No returns
Invoice entered
No payment made
15
Purchase Order Lifecycle
Purchasing
Purchase Orders
Review PO Information
Activity Summary
16
Purchase Order Lifecycle
SCTEC 0000048814
Enter the information of the Purchase
Order you are inquiring about
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Purchase Order Lifecycle
Purchase Order Details Tab
“What was ordered”
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Purchase Order Lifecycle
Receipt Tab
“What was received”
19
Purchase Order Lifecycle
Invoice Tab
(AP Voucher)
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Purchase Order Lifecycle
Matched Tab
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Purchase Order Lifecycle
Expand the tab menu’s
22
Purchase Order Lifecycle
Note the download to
Excel option
23
Inquiring in Expenses
Customer Activity
25
Customer Activity
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STANDARD REPORTS
There are many standard reports delivered with NS
Financials. These can be found in the menu’s.
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eProcurement Reports
eProcurement Reports
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Purchase Order Reports
Purchase Order Reports
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Credit Card Reports
Credit Card Reports
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AP Reports
Accounts Payable Reports
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AR Reports
Accounts Receivable Reports
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AR Reports
Accounts Receivable Reports
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Reporting Terminology
 Run Control
To run a report, you must tell the system when and where you want the report to run. For most
reports, you must also set parameters that determine the content of the report, such as the
business unit or time period on which to report. This is called a Run Control. Run Controls are
unique to the User, i.e., only you can see and use them.

Process Instance
Once you’ve set your run control and pressed “RUN”, an instance starts processing to gather the
information to put into the report based on the parameters set in the run control.

Process Monitor
Where you Monitor your process instance. You will only be able to access your report once the
process runs to “Success” and the report has been “Posted”. Accessible from most reporting
windows or via the Process Scheduler menu.

Report Manager
Where reports are posted once the Process Instance has run to Success.
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“I want to print a
report please,
here are my
requirements”


Run Control
Process Instance
Process runs to get it!

Process Monitor
INITIATED
PROCESSING
SUCCESS
Watching it work
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Success! Your report has
been Posted! Come and get
it!

Report Manager
Standard Reports
Customer & Vendor Reports:
Customer Reports
–
Customers by Unit - AR31002
Lists active customers by business unit - CustID, name, address, phone/fax, Credit
Analyst, Sales Person and collector.
–
Customers by SetID - AR31001
Lists all active customers by setID (always “GROUP”) - CustID, name, address,
phone/fax, Credit Analyst, Sales Person and collector.
Vendor Reports
–
AP Vendor Summary - APY3001
Menu path = eProcurement / Reports / Vendor Summary Listing. List all
vendors with Vendor ID, short vendor name, by class (Supplier,
Employee, Student).
(May also be run as a query)
36
Standard Reports
Purchasing Reports:
Reports under Requisitions
–
Requisition to PO Xref - POY1100
Lists your requisitions and their associated PO information for a business unit
between a period of time. Useful if you use eProcurement.
–
PO to Requisition Xref – POY4100
Lists your requisitions and their associated PO information for a business unit
between a period of time. Useful if you use eProcurement.
Reports under Purchase Orders
–
PO Listing Report – POY4010
Provides a summary of all purchase orders by Business Unit between a period of
time with multiple sort options. Also useful to identify PO’s with change orders.
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Standard Reports
Reports under Purchase Orders (cont.)
–
Activity - POPO009
An awesome report for checking the balance of bulk Purchase Order's and/or Purchase Orders
with balances outstanding, etc.
Menu Path = Purchasing / Review PO Information / Activity Summary
To look up invoice numbers that have been applied against purchase orders, valuable for
checking the balance of Bulk POs.
–
PO Open Encumbrances - FUPPO008
Shows all unpaid or partially paid Purchase Orders (including bulk orders) for a business unit
between a period of time. (May also be run as a query)
Reports under eProcurement
Contains several inquiries and reports for Requisitions, Purchase Orders, Receipts, RTV (return to vendor)
credit details, Match Exceptions, etc. Many of these reports are included in the “Reports under Purchase
Orders” section.
–
Match Exceptions - APY1090
A useful report if you are responsible for resolving match exceptions.
38
Standard Reports
Billing Reports: ( Generate Invoices/ Reports)
•
Invoice Reports
–
Invoice Register - BIIVC002
Invoice Register by Business Unit, by date range, sorted by invoice number.
Suggested query “BI_DATE_DEP”
–
Invoice Register - BIIVC003
Invoice Register by Business Unit, by date range, sorted by Customer.
Suggested query “BI_DATE_DEP”
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Standard Reports
Tree Manager
– Inquire on and print (optional)
• ALL_ORGS organisational structure
• ALL_FUNDS_CALUMO funding structure for fund codes to use
• ALL_ACCOUNTS list of account codes to use, eg: for expenses or
revenue
– Always choose the one for the current budget period effective date,
ie: 01/01/2013 for your Set ID. Eg: GROUP for UNSW and
NSGLO for NS Global.
GLFS report (General Ledger Financial Statement)
– Report listing of all Expenses / Income for a specific Project for a specific
Budget Period. Schedule your reports to be run overnight. By ticking the
required box additional information relating to AP Vouchers, AR information
and Payroll details can be obtained.
40
GLFS Report
General Ledger
General Reports
Project Financial Statement
41
GLFS Report

42



GLFS Report
43
GLFS Report
44
GLFS Report
45
GLFS Report
46
GLFS Report
47
GLFS Report
48
Scheduling Reports (nVision)
Trees
The NS Financials Tree Manager functionality uses
'Trees' to graphically represent the hierarchy used to
capture the relationship between entities and to
determine the roll-up structure.
In this exercise we’ll be viewing the Tree hierarchy
used by UNSW for all funds - called
ALL_ACCOUNTS.
You can also view all organisation = ALL_ORGS and all
accounts = ALL_FUNDS tree hierarchies in the same
way
50
Trees
Go to the tree viewer and
search for ALL_ACCOUNTS
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Trees
Select the tree for this budget year
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Trees
You can expand or
collapse the tree
depending on what you’d
like to see
53
Trees
You can expand or
collapse the tree
depending on what you’d
like to see
54
Trees
You can also print
the tree
55
PS/QUERY
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What is PS/Query?
PS Query is an end user reporting tool
used to extract information by using
visual representations of the NSF
database, without having to know how
to write SQL Statements.
Users can choose to use PS/Query in the
following ways:
Display data in a grid (“run to html”)
Preview queries within Query Manager,
displaying the result set in a grid for
review. This option is useful as you refine
your queries.
Download to an Excel spreadsheet
Choose to have the data downloaded and
formatted as a Microsoft Excel
spreadsheet. This option is available in
your query search results, or after you run
or schedule a query.
57
Query Reports
58
Add to Favorites
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FUP_PROJECT_COMBINATION
Search for the query you want to run
FUP_PROJECT_COMBINATION
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FUP_PROJECT_COMBINATION
Run the Query
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FUP_PROJECT_COMBINATION
Enter the Project ID and
Press View Results
62
FUP_PROJECT_COMBINATION
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Find Query Purpose
There are over a thousand
query reports – here is how
you can download a list of
them.
64
Find Query Purpose
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Find Query Purpose
66
Find Query Purpose
The name of the Query Report
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Searching for Queries - Folders
•
•
•
•
•
•
•
•
•
•
•
•
•
•
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FUP_AM
FUP_ASSET
FUP_AR
FUP_BI
FUP_CC
FUP_EP
FUP_EX
FUP_GL
FUP_MAT
FUP_PO
FUP_PROJ
FUP_SEC
FUP_TR
FUP_VEN
Asset Management
Asset Management
Accounts Receivable
Billing
Credit Card
eProcurement
Expenses
General Ledger
Matching
Purchasing
Projects
Security
Travel Advances
Vendors
Useful Queries
Use
Query Description
GENERAL
List / Find Queries
Check Chartfields
Find Query Purpose
Confirm Chartfield Combination
Query Name
FIND_QUERY_PURPOSE
FUP_PROJECT_COMBINATION
AR & BILLING
Checking payments
List Payments for Invoices
FUP_AR_PAYMENT_ITEM
Billing by Project
Billing by Project
FUP_BILLING_PROJECT
Billing by Department
Invoices By Date & Dept by BU
BI_DATE_DEP
Billing by BU with Biller
Billing by Bus Unit w Biller
FUP_BI_DETAIL_BY_BU_W_BILLER
Inv Activity
Billing Invoice Activity by Dt
FUP_BI_INVOICE_ACTIVITY
Inv Activity by Customer
Billing Invoice Activity by Dt by Cust
FUP_BI_INVOICE_CUST_ACTIVITY
PURCHASING
Voucher details for PO
Enter POID-Return Vchr Details FUP_PO_VCHR_PYMT
PO Open Enc by BU
List PO Open Encumbr by BU
FUP_PO_OPEN_ENCUMB
PO Open Enc w/ Buyer
List PO Open Encumbr by Buyer
FUP_PO_OPEN_ENCUMB_BUYER
PO Open Enc by Dept
List PO Open Encumbr by Dept FUP_PO_OPEN_ENC_BY_DEPT
List POs by Project ID
POs incl. Chartfields
FUP_PO_DETAIL_BY_PROJECT
69
Support & Guidance
• Finance Website – Reporting
http://www.fin.unsw.edu.au/Reporting/Reporting.html
• Reporting Guide (nVision & Calumo)
http://www.fin.unsw.edu.au/files/Training/nVisionReports/Reporting_User_Guide.pdf
• Online Training Tool
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html
• Quick Reference Guides
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html
User Support & Training
Questions?
• Finance Website – Training
https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training Enquiries
Rohin Whitford, Finance Trainer
Ext. 53550, Email fti@unsw.edu.au