Report Reading
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1
Topics





Report Basics
Accessing Reports
Report Distribution Module
Report Listing
Report Navigation
 Types of Reports
 Reading Reports
 Appendix
 Accessing Reports from the Web
 Acrobat Reader Quick-reference
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Report Basics
 What are reports?
 The reports offer a ‘snapshot’ of account
activity and summary information at a particular
point in time.
 The reports are available on-line only. Oracle
Financial Management System (FMS) access is
not required to view reports online.
 The reports contain essentially the same
information as FMS online but structured a bit
differently.
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Report Basics
 What is OU’s Fiscal Year (FY)?
 The Fiscal Year runs from July 1st thru June 30th.
 How often are reports run?
 The Financial Reports are produced each month.
There is also a Financial Statement that is produced at
fiscal year-end.
 The Financial Statements are audited at fiscal year-end
by an Independent Audit firm. They are located at;
http://www.ohio.edu/finance/controller/reports.cfm
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Report Basics
 When is each month closed?
 The books for each month are closed on the fourth
business day after the month ends. This allows the
finance staff time to process applicable transactions
before the closing process.
 At year-end you will receive reports for June 1st Close
and June 2nd Close. This allows the finance staff time
to process all applicable FY transactions and close the
Fiscal Year.
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Accessing Reports
 After the closing process you will receive an
email that will include a link to your on-line
reports.
 Included in the email is a section labeled
‘Business Matters’. This is an important
communication tool from Finance to you. It is
crucial that you read this material each month.
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Accessing Reports
 If you did not receive the reports e-mail;
 Contact your Budget Unit Manager (BUM) in order to
become a report recipient.
 Budget Unit Managers are generally responsible for the
finances within each Planning Unit and are responsible for
determining the list of report recipients.
 If necessary, contact the General Accounting & Financial
Reporting staff for the name of your Budget Unit Manager.
 Tanya Hire (597-1417), biblert@ohio.edu, or
 Cindy Smith (593-1898), smithc16@ohio.edu
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Accessing Reports
 Your BUM must request your report access via email
to Cindy Smith, (contact information listed on previous
screen). The following information must be included in
the email;
 Name of Employee for which you are requesting access
 Oak Id of Employee
 Employee ID # (only needed if requesting prior months reports)
To find id#, click on link; http://eelookup.admsrv.ohio.edu/eelookup/
 List of Account Numbers to view;
To receive reports for all the projects in your
organization/s, list only the organization/s number/s.
To receive only reports for specific project numbers within
an organization, list only the project number/s.
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Accessing Reports
 Why did I receive the reports e-mail?
 Your Budget Unit Manager listed you as a
recipient for the Organization(s) and/or
Project(s) included in the reports you received
 All Principal Investigators (PI’s) are automatically
setup in the system to receive project reports for
their restricted accounts. Project Reports are
reports received for Grant and Plant Fund
Accounts.
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Accessing Reports, Cont’d…
 Open the email from Finance
Click here to sign-on to the
Report Distribution Module
and view reports. This link
will take you directly to the
Enterprise Business System
Portal. This Portal is also
accessible directly from the
OU Webpage.
This link will take you to the
latest edition of Business
Matters. This is one of the
main tools that Finance uses to
communicate important
information to their customers.
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Accessing Reports, Cont’d…
 Sign on to the Enterprise Business System Portal.
1. Enter your
Oak ID here
2. Enter your Oak
password here
3. Click the
Connect button
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Accessing Reports, Cont’d…
 Click the OUFMS Reporting responsibility.
Responsibilities
 Click the FMS Reports link.
Note: If you are
taken directly to the Report
Distribution Module it is
because you have only one
responsibility.
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Report Distribution Module
Your name listed
as the report recipient.
Report Month
The date
the report
was run.
FMS Report
Identification
number
The name of the report.
Generally indicates report
content.
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Report Distribution Module
1. Select the month
you wish to view.
Click the drop down
arrow to view prior
month’s reports.
2. Click the Report Name link of the report
you wish to view. A new browser window
Opens with Adobe Acrobat tools to view report.
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FMS Report List
FMS-M100 Natural Accounts by Cost Center
FMS-M110
Cost Center by Planning Unit
FMS-M200 Project Account Expenditure Detail
FMS-M210 Project Account Summary
FMS-M316 Endowments Account by Planning Unit
FMS-M350 Research Incentive Distribution Process-Distribution by Project
FMS-M351 Research Incentive Distribution Process-Distribution by Research Incentive Project
FMS-M900 Detail Ledger Activity (does not include any detail for Project Accounting)
FMS-M910 Open Purchase Orders by Cost Center
PAY-M940
Payroll Expense Distribution Detail – Cost Center by Employee
PAY-M941
Payroll Expense Distribution Detail – Cost Center by Natural Account
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Report Pyramid for
Operating and Foundation
Accounts
Summary Report For
Multiple Cost Centers
M110
Cost Center
by Planning
Unit
M100
Cost Center Report summarized
at each Natural Account level
Natural Accounts by
Cost Center
M900
Detail Reports for
a Cost Center
Detail Ledger Activity
M910
Open Purchase Orders by Cost Center
PAY-M940
Payroll Detail-Cost
Center by Employee
PAY-M941
Payroll Detail-Cost Center
by Natural Account
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Summary Totals at
Project, Task, and
SubTask Levels
sorted by
Expenditure
Category
Report Pyramid for Grant
and Plant Fund Accounts
M210
Project Account
Summary
Project/ Cost Center Detail Report
sorted by Task/SubTask and
Expenditure Type
M200
Project Account
Expenditure Detail
M910
Detail Reports for
a Cost Center
Open Purchase Orders by Cost Center
PAY-M940
Payroll Detail-Cost
Center by Employee
PAY-M941
Payroll Detail-Cost Center
by Natural Account
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Report Navigation: FMS-M110
Cost Center by Planning Unit
The purpose of FMS-M110, is to compare, by
cost center, actuals versus budget, with subtotals
by organization for a planning unit. This is a one
line summary of each Cost Center.
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M110 Report Banner Page
Field
Mouse, Mickey
Description
Recipient Name
The name of the report recipient
Employee Num
The recipient’s employee number
Description
Description of the report contents
Includes
Indicates parameters included in the report
Excludes
Indicates parameters excluded from the report
Transaction Types
Replaces
Which types of transactions are included in the report
Names of CUFS reports replaced by this one
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Mouse, Mickey
The Page Header section contains costcenter information that relates
specifically to the information
presented on this page. The Page
Header information is relevant for
every account/entry on the page and
eliminates the need for repeating this
information in the report itself. In the
above example, the Planning Unit,
Planning Unit Head, Fund Type and
Fund are listed in the Page Header and
are the same for all of the accounts
listed on the page.
Field
Description
The Report Header information for every report uses the same format. This information remains consistent
throughout the report. From left to right, the information given includes:
Report ID:
Report Name
Month
Page
Date and Time
The FMS report ID number.
The name of the report is always found at the top-center of the page.
The period-thru date. The report contains information thru the end of this period.
Indicates individual page numbers and total number of pages for the report
Date and Time that the report was run.
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Mouse, Mickey
Project Number and Name
Organization Subtotals
Organization Number and Name
Subtotals for Planning Unit/Fund Type/Fund combination
The Column Header information identifies the specific information found underneath it. The Cost
Center column includes the two segments that complete the cost center information not given in
the Page Header information: Organization and Project segments. This report subtotals by
Organization then by Fund Type/Fund. It displays the Cost Centers in numerical sequence.
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Mouse, Mickey
A
Displays the
Budget
amount for
Operating
Accounts or
Beginning
Balance for
Foundation
Accounts
B
Displays the
YTD open
Encumbrances
thru the
current
month-end.
C
Displays the
Available Budget
(remaining balance)
and the Available
Percent at the
current month-end.
(A-B=C)
Displays the
Actual
Expenditure
Totals for the
current
Report Month
Displays the Report
Month-end. This report
will display activity
from July 1, 05 thru
June 30, 06
Displays the sum of
the Actual
Expenditures from
July 1st thru the
current Report
Month plus the
YTD open
encumbrances
thru the current
month-end
Displays Current Fiscal Year Activity thru Month-end
The Cost Center is the combination of the
Fund Type, Fund, Organization, Natural
Account number, and Project Number. The
Cost Center is completed and identified by
the project and organization segment
values found in this column. In this
example the Cost Center would be;
010-0000-21010-XXXXXX-000000000
With the x’s being the natural account
numbers not shown on this report.
Displays Prior Fiscal Year Activity
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Mouse, Mickey
A
B
C
Project Number and Name
Organization Subtotals
Organization Number and Name
Displays the
Budget
amount for
Operating
Accounts or
Balance for
Foundation
Accounts as
of June
month-end
in the prior
Fiscal Year
Displays the
sum of the
Actual
Expenditures
plus the YTD
open
Encumbrances
for the Report
Month
displayed but
in the Prior
Fiscal Year
Displays the Actual
Expenditure Totals for the
Report Month displayed
but in the Prior Fiscal Year
The Prior Fiscal Year section includes information from
the prior Fiscal Year. See the column descriptions above.
Displays the
sum of the
Actual
Expenditures
plus the
YTD Open
Encumbrances
from July 1st
thru the June
month-end
for the Prior
Fiscal Year
Displays the
Available Percent
(remaining budget
available but
reflected in %) at the
current month-end
but for the Prior
Fiscal Year.
(A-B=C)
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Report Navigation: FMS-M100
Natural Accounts by Cost Center
The purpose of FMS-M100, is to compare, by
Natural Account code, all resources and obligations
versus budget for a cost center.
This is a list of all Natural Account activity for the
Cost Center.
Resources = income (i.e. tuition and internal billing
authorizations).
Obligations = expenses and encumbrances (i.e. direct
payment for supplier invoices and purchase order for
supplies).
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M100 Report Banner Page
The M100 displays the Cost Center Detail by
Natural Account summary which means that it
displays a list of all Natural Account activity (all
income and expenditure activity) for each cost
center listed for the particular recipient.
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Mouse, Mickey
Duck, Donald
Natural Account Code
and Description
The FMS-M100 displays Resources first (if applicable) then
Obligations with Natural Account activity in sequence.
Each row displays the Budget/Beginning Balance, Month
Actuals, YTD encumbrances, YTD Actuals with
Encumbrances, Available Budget, and Available Percent for
each Natural Account code. The Natural Account Codes
and descriptions are listed under the Natural Account
column in the middle of the report.
The M100 subtotals each Natural Account Resource and
Obligation category.
It also displays Total Resources and Total Obligations for
each column. At the end of each cost center, it displays a
Net Total Resources and Obligations for each column.
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Cost Center
Mouse, Mickey
Duck, Donald
A
B
Displays the
Budget
amount for
Operating
Accounts or
Beginning
Balance for
Foundation
Accounts
Displays the
YTD open
Encumbrances
Displays the
Actual
Expenditure
totals and/or
Revenue
deposited for
the current
Report Month
thru the
current
month-end.
C
Displays the
Available Budget
(remaining balance)
and the Available
Percent at the
current month-end.
(A-B=C)
Displays the sum of the
Actual Expenditures and
revenue deposited from
July 1st thru the current
Report Month plus the
YTD open
encumbrances thru the
current month-end
Displays Current Fiscal Year Activity thru Month-end
Displays Prior Fiscal Year Activity
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Resources are sources of Revenue
that are either budgeted (credited) to a
revenue resource code in the cost
center or deposited (credited) using a
specific revenue resource code in the
Mouse, Mickey
cost center.
Cost Center
A
B
C
Revenue
Resource
Codes and
descriptions
Departments
may budget
expected
revenue.
Revenue is a
credit. The
Budget
Column is a
natural debit
column.
Therefore,
the credit will
be displayed
in brackets.
Displays the
Actual
Revenue
transaction
Totals (all
revenue
deposited or
credited via a
journal entry
to a specific
revenue
source code)
for the
current
Report Month
Displays the
YTD open
Encumbrances
thru the
current
month-end.
Displays the
sum of the
Actual
Revenue
transactions
from July 1st
thru the
current Report
Month plus
the YTD open
encumbrances
thru the
current
month-end.
Displays the Available Budget (remaining balance)
and the Available Percent at the current month-end.
(A-B=C)
This column is a natural debit column. If there is a
positive number in this column then you have money
available to spend. If there is a number in brackets, for
instance the <5890.00> listed in the Application Fee
revenue source code row, then that money is not
available to spend. In that instance the dept. budgeted
expected revenue of $160,000 and they only received
$154,110.
In the totals at the end of the Available Budget column,
the <5890.00> would subtract from the other available
balances.
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The
Prior
Fiscal Year section includes
Mouse,
Mickey
information from the prior Fiscal Year. See
the column descriptions below.
Duck, Donald
A
Natural Account Code
and Description
Natural Account Codes are
totaled by Series or categories of
similar expenditure types.
Natural Account Series Subtotals
Displays the
Budget
amount for
Operating
Accounts or
Balance for
Foundation
Accounts as
of June
month-end
in the prior
Fiscal Year
Displays the Actual
Expenditure Totals for the
Report Month displayed
but in the Prior Fiscal Year
B
C
Displays the
sum of the
Actual
Expenditures
plus the YTD
open
Displays the
sum of the
Actual
Expenditures
plus the YTD
Open
for the Report
Month
displayed but
in the Prior
Fiscal Year
from July 1st
thru the June
month-end for
the Prior
Fiscal Year
Encumbrances
Encumbrances
Displays the
Available Percent
(remaining budget
available but
reflected in %) at the
current month-end
but for the Prior
Fiscal Year. (A-B=C)
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Report Navigation: FMS-M900
Detail Ledger Activity
The purpose of FMS-M900, is to list each actual
and budget transaction that posted against the
cost center by Natural Account. The report is
sorted sequentially by Natural Account number.
This detail does not include encumbrance activity.
The encumbrance activity is displayed on the
FMS-M910 report.
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M900 Report Banner Page
Mouse, Mickey
111111
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Cost Center
Project Name
that matches
Project Number
in the Cost
Center
Each Natural
Account is
subtotaled by
Actual
Expenditures
and/or Budget
transactions
for the month
Effective Date
of the Batch
Natural
Account
number and
name
Line
Description
will describe
the expense,
Pcard
transaction,
journal entry
or budget
entry
Supplier or
Customer
name
1234569789101123
Mouse, Tim
1234569789101123
Mouse, Tim
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Source of the
transaction. This
will show the
derivation of the
entry. It may list
an FMS module, an
interface source, or
that it is a manual
entry.
Category of the
transaction. This
will show the type
of entry. It may be
from an interface,
a purchase invoice,
a journal entry, a
budget journal. an
internal billing, an
adjustment, or an
accounting
correction.
Name of the
General Ledger
Journal
12345123456789
Mouse, Minnie
Duck, Donald
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Fast Food Department
An example of revenue posted to the revenue
resource code #040252, Sale of Raw Food
from a deposit via an interface transaction
using the CASHNET system. The CASHNET
system is the application that records deposits
and transfers the deposits to the appropriate
MouseThe revenue of $55.94 was
costMinnie
center.
credited to this cost center. It is displayed in
brackets <55.94> because the Actual
Column is a natural debit column.
Revenue Resource Code and
description
mou@ohio.edu, Central Food Facility, 10/03/06
The FMS-M900 Detail report displays the Actual Revenue
transaction detail (all revenue deposited or credited via
a journal entry to a revenue source code) for the current
Report Month. Revenue transactions are those posted to a
Revenue resource code. Natural account codes that
account for revenue transactions all begin with #04.
An example of revenue posted to the revenue
resource code #040681, Miscellaneous Income
using a Manual Journal Entry. The revenue of
$111.38 was credited to this cost center. It is
displayed in brackets <111.38> because the
Actual Column is a natural debit column.
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How do my totals from the
FMS-M900 Detail report tie
into the FMS-M110 report
and the FMS-M100 report?
FMS-M100:
The Actual Expenditures
total from the FMS-M900
report will match the
FMS-M100 report Month
Actual total column.
The Cost Center totals
for both the Actual
Expenditures and
Budget Transactions
for the current month.
FMS-M110:The Actual
Expenditures total from the FMSM900 report will match the FMS-M110
report Month Actual total column.
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Report Navigation: FMS-M910
Open Purchase Orders by Cost Center
The purpose of FMS-M910, is to list the open
purchase orders by Organization and Project
sorted by Fund Type, Fund, Natural Account.
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M910 Report Banner Page
Mouse, Mickey
111111
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Cost Center
Mickey Mouse
The report is
sorted
sequentially by
Natural Account
Codes and
Descriptions
Mouse, Minnie
Purchase
Order
Number
Line
Number–
matches
line
number on
Requisition
Form
The OU Staff
member that
was listed as
the requestor
on the
Requisition
Form
Date the
Purchase
Order was
encumbered
Description of
the line item
listed on the
purchase
order.
Status of the
Purchase
Order. It
should always
display
‘Approved’.
Supplier
Name
The ‘Open
Status’ of the PO
will be displayed.
It will display
either OPEN or
Closed For
Invoice.
The line
amount
encumbered
to the Cost
Center.
Amount charged to the Cost
Center. This will be reflected in
the Actual Expenditure Totals for
the Cost Center.
The amount
remaining to be
paid by the Cost
Center. This
amount is the
encumbered
amount as of the
month-end.
This total will
always match
the total
encumbered
amount for the
month
displayed on the
FMS100 and
FMS110 report.
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How do my totals from the
FMS-M910 Detail report tie
into the the FMS-M100
report?
Cost Center
Mickey Mouse
The line amount
originally
encumbered to
the Cost Center.
Mouse, Minnie
Mickey Mouse
Amount charged to the Cost Center. This will be
reflected in the Actual Expenditure Totals for the
Cost Center.
FMS-M100 report:
The Open
amount is the amount remaining to be paid
by the Cost Center. This amount is the
encumbered amount as of the month-end.
This total will always match the total YTD
encumbered amount for the month
displayed on the FMS100 and FMS110
report.
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Report Navigation: PAY-M940
Payroll Distribution Detail – Cost Center
The purpose of PAY-M940, by Employee is to list
monthly and year-to-date costs associated with
an employee. The report will list all employees, in
alphabetical order, that are charged to a particular
Cost Center. The year-to-date costs are Fiscal
year-to-date costs (July 1st thru the report month).
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M940 Report Banner Page
Mouse, Mickey
111111
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Cost Center
Employee Name and
their Employee Number
‘YTD’ is the Actual Payroll
charged to the Cost Center
for each employee
beginning July 1st thru the
report month.
‘Month’ is the Actual
Payroll charged to the
Cost Center for the
employee in the
current report month.
The actual charges are
listed for each Natural
Account Code.
YTD and Monthly Totals
are displayed for each
Natural Account Code,
Employee, and Cost
Center.
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Report Navigation: PAY-M941
Payroll Distribution Detail – Cost Center by
Natural Account
The purpose of PAY-M941, is to list monthly and
year-to-date payroll detail for a cost center. The
report totals are sorted by Natural Account Code.
Then each employee’s name and charge is listed
for each Natural Account Code. The year-to-date
costs are Fiscal year-to-date costs (July 1st thru
the report month).
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M941 Report Banner Page
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‘YTD’ is the Actual Payroll
charged to the Cost Center
for each employee,
beginning July 1st thru the
report month.
‘Month’ is the Actual Payroll charged to the Cost Center for each Natural Account
Code in the current report month. The actual charges are listed for each employee.
YTD and Monthly Totals
are displayed for each
Natural Account Code,
Employee, and Cost
Center.
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Appendix
 Accessing Reports from the Web
 Acrobat Reader Quick-reference
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Access Reports from the Web
 Open your Internet browser.
 Go to “www.ohio.edu”
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Access Reports from the Web, cont’d…
 Click the Faculty/Staff link.
 Click the Enterprise Business Systems link.
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Accessing Reports from the Web
 Sign on to the Enterprise Business System Portal.
1. Enter your
Oak ID here
2. Enter your Oak
password here
3. Click the
Connect button
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Report Distribution Module
Your name listed
as the report recipient.
Report Month
The date
the report
was run.
FMS Report
Identification
number
The name of the report.
Generally indicates report
content.
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Report Distribution Module
1. Select the month
you wish to view.
Click the drop down
arrow to view prior
month’s reports.
2. Click the Report Name link of the report
you wish to view. A new browser window
Opens with Adobe Acrobat tools to view report.
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Acrobat Reader - Navigation
Save Icon
Find icon.
Used to search for specific
text within a file.
Print Icon
Rotate Document
Zoom Icon
Fit Page
Fit Width
Email file
Zooms out, making the image smaller.
Hand Tool icon.
Used to grab a page
and move it up or down,
right and left. Click and
hold mouse button.
Zooms in, making the image larger.
Image size can also be altered by selecting
a percentage.
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Acrobat Reader - Navigation
Returns to
First Page of
File
Page # of
Total Pages
Returns to
previous page of
file
Proceeds
to the
next
page
Skips to
the last
page of
file
Skips to
the last
page of
file
Returns
to first
page of
file
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Acrobat Reader - Tips
 Use the Find icon to search for specific account
segments.
 Click the Find icon.
 Enter appropriate search criteria
Ex. UN1401814
Ex. 14010
 Click the Search button.
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Printing Specific Pages
We highly recommend you only print
specific pages of your report that
contain information you need.
In the Print Range section;
1. Click in the Pages from field.
2. Enter the beginning page
number to be printed.
3. Click in the to field.
4. Enter the last page number to
be printed.
5. Click OK button.
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Questions ?
Contact the General Accounting &
Financial Reporting staff .
 Tanya Hire (597-1417), Manager
biblert@ohio.edu, or
 Cindy Smith (593-1898), Accountant
smithc16@ohio.edu
You may also call the Service Desk @ 593-1222.
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