About the GLFS Report
3. PROCESS MONITOR
aka Project Financial Statement
Once you’ve pressed the OK button you are returned to
your Run Control parameters screen. Your report is
now running and you need to wait until it has
successfully completed running and been posted to the
Report Manager – you will not be able to access your
report until this has happened. In order to monitor the
progress of your report, click the Process Monitor
hyperlink at the top right of your screen.
The GLFS Report runs against a specified Project ID for a
period of time. It returns the value of all related budget
to actual financial activities in the General Ledger.
Depending on the Report Options you select you can
run the report in Summary or request details of
Purchase Orders, Accounts Receivable, Procurement
Card and/or Salary Details.
Accessing the Report
From the NSF Main Menu, go to General Ledger then
UNSW Reports and select Project Financial Statement.
Press the Add button.
2. RUN CONTROL PARAMETERS
Once you have added your Run Control you need to
specify parameters for your report.
Ensure that your Business Unit is UNSWA (unless you
are in New South Global then use NSGLO). Enter the
Project ID that you are running the report for, specify
the Fiscal Year and the From Period and To Period.
Please see the section below regarding UNSW Financial Periods.
Once you are in the Process Monitor you need to
periodically press the Refresh button at the top of the
screen – this will update the Run and Distribution
Status’ of the process that is running.
Once the process has run successfully, the Run Status
will change to Success, and once your report has been
posted to the Report Manager and the Distribution
Status will change to Posted (see below).
Running the Report
Whenever you run reports in NSF you are required to
set up a Run Control. You then save this run control
and re-use it each time you run this report. For the
sake of this document it is assumed this is the first time
you are running this report and therefore need to
create a Run Control.
1. SET UP A RUN CONTROL
Ensure that you are on the Add a New Value tab then
give your Run Control a name. Use any name, just
ensure there are no spaces. In this example we are
calling our Run Control ID “GLFS_Report”.
Use the checkboxes next to the Report Options to
specify the detail you’d like to see in your report. If you
want a summary only, select the top checkbox Budget
Summary. If you wish to see everything, select all the
boxes. When you are happy with your report
parameters, press the Run button.
Ensure your server is left blank. Press the OK button.
You will not be able to access your report if these are
not the status’.
To access your report, press on the Details hyperlink
next to the Distribution status.
Then click on the View Log/Trace hyperlink (this will
take you to the Report Manager).
4. REPORT MANAGER
You will see a PDF file posted on your screen (see
fupgl025_1584451.PDF below). This is your report –
click on the file to open it.
UNSW Accounting Periods
UNSW Financial Accounting Periods are as follows:
(Do not confuse March (month) with the GL Period 03):
Reading the Report
This report will work for both General and Non-General
Funds.
The columns to the left display budget information, i.e.,
any budget carried forward from previous years and
budget allocated for the current year.
In the case of Non-General Fund Projects Revenue will
also display.
The columns to the right contain General Ledger entries
against the project pertaining to the period of time the
report was run for.
The report will contain all information for the period.
Detailed transactions will be provided depending on
what was selected in the Report Options. For example;
when you set up the report parameters you selected
Procurement Card but not Accounts Receivable. The
report will contain amounts for both but will only
provide detailed transactions for Procurement Card
transactions.
Terminology
Encumbrance means Purchase Orders placed for goods
or services for which we have not yet paid.
Pre-emcumbrance means eProcurement requisitions
(see Encumbrance).
Where to find Training
ONLINE TRAINING
Access to the Online Training Tool (UPK) from the finance website,
select “Training and Personnel” then “Online Training Tool”.
CLASSROOM TRAINING
Quarterly classroom training schedules are posted on the finance
website, select “Training and Personnel” then “Training Schedule and
Enrolments”. Please seek approval from your line manager and
follow the normal approval process to register classroom training.
Employee pay details will only show if you have the
appropriate NSF access to view this information. For
information on NSF access please contact the Service Desk.
Otherwise only
totals will display without any detail.
Quick Reference Guide
GLFS Report
(General Ledger Financial Statement)
(June 2015)
Where to get help
PROCESSING HELP
–
Contact Accounts Receivable Help Desk on extension 53934 or
email details to arhelp@unsw.edu.au.
–
Contact Accounts Payable Help Desk on 53356 or email details
to aphelp@unsw.edu.au .
–
Contact your Client Services Accountant for General Ledger and
reporting assistance.
Procurement Card means credit card transactions.
Payroll Information
Reporting
TECHNICAL HELP - Contact your local IT support team, if it cannot be
resolved; contact the IT Service Desk x51333.
To access NSF and for all of the
University’s Financial Policies and
Guidelines, refer to the Finance Website:
www.fin.unsw.edu.au